Difference between revisions of "Posting purchase invoices"

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== Summary ==
 
== Summary ==
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The following article explains how to post Purchase invoices onto Platinum.
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The following article explains how to post Purchase invoices in Platinum.
  
 
== More Information ==
 
== More Information ==
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Go to "Purchase Ledger" -> "Purchase Ledger Postings".
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* Go to {{Menu|Purchase Ledger|Purchase Ledger Postings}}.
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* Move to {{DataPrompt|Invoice/Credit/Op. Bal.:}}.
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* At {{DataPrompt|Doc. type}}, choose the type of document you want to post.
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* Select {{DataValue|I}} to post an 'Invoice', or {{DataValue|C}} to post a 'Credit Note'. Only when you are setting up the system from scratch should you need to use {{DataValue|O}} for Opening Balance.
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** Choose {{DataValue|Invoice}} if you want to post an invoice.
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* At {{DataPrompt|Account:}}, type in the supplier's account code if known, or [[How do I find a supplier?|search]] for a supplier.
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** Choose {{DataValue|Credit}} if you want to post a credit against an invoice.
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* At {{DataPrompt|Document No:}} enter the invoice or credit note number.   
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** Choose {{DataValue|Opening balance}} if you want to post an opening balance. This is mainly used only when setting up your Platinum system.
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{{Note|text=This field is 8 characters long so if the number you have is longer than this, make sure you enter the last 8 characters only.}}
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* At {{DataPrompt|Supplier:}}, enter the code for or [[How do I find a supplier?|search]] for the supplier the document applies to.
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* At {{DataPrompt|Date:}}, enter the date shown on the invoice.  
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* If you have chosen to post an invoice or a credit, at {{DataPrompt|Document No}}, enter the invoice or credit number.   
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{{Note|text=This can only be up to 8 characters long. If the number you have is longer than this, make sure you enter the last 8 characters only.}}
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* At {{DataPrompt|Date}}, enter the date shown on the document from the supplier.  
 
{{Note|text=If this is a late invoice and you have already closed the month to which it relates, post it with a date of the 1st of the next month you are going to close.}}
 
{{Note|text=If this is a late invoice and you have already closed the month to which it relates, post it with a date of the 1st of the next month you are going to close.}}
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* At {{DataPrompt|Description:}}, enter a description that relates to the invoice you are posting. This is what you will see when you view "Supplier History" so it should be used to identify the nature of the transaction, e.g. {{DataValue|VEHICLES}}, {{DataValue|PARTS}}, {{DataValue|PETROL}} or you could enter an Order Number (Maximum of 15 characters). If you leave this blank, the system will default the supplier code and invoice number here.
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* At {{DataPrompt|Description}}, enter up to 15 characters to describe the document you are posting. This is what you will see when you view "Supplier History" so it should be used to identify the nature of the transaction, e.g. {{DataValue|VEHICLES}}, {{DataValue|PARTS}}, {{DataValue|PETROL}} or you could enter an Order Number. If you leave this blank, the system will default to entering the supplier code and invoice number here.
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* Move to the Values section at the lower part of the screen. Here you can enter the Net amount at V.A.T. Rate 1 (Current Standard Rate) then press {{KeyPress|F3}}. The program will work out the V.A.T. for you. 
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* At the {{DataPrompt|Amounts}} section of the screen:
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** If you have chosen to post an invoice or a credit, enter the Nett amount(s). The V.A.T. will be automatically calculated.
 +
** If you have chosen to post an opening balance, enter the value at {{DataPrompt|Totals}}.
 +
{{Note|text=The default V.A.T rate is highlighted.}}
 
{{Note|text=Check that the V.A.T. shows the same figure as the invoice or credit note. Occasionally you will see small differences, but the figure on the document is that which you should use.}}   
 
{{Note|text=Check that the V.A.T. shows the same figure as the invoice or credit note. Occasionally you will see small differences, but the figure on the document is that which you should use.}}   
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:If the invoice has a Settlement on it then the V.A.T. will be the appropriate amount depending on the Settlement percentage. Carry on filling in the Net amounts at any other applicable V.A.T. Rates. When you have finished check the total amounts agree to the invoice.
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{{Note|text=If the invoice has a Settlement on it then the V.A.T. will be the appropriate amount depending on the Settlement percentage.}}
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* At {{DataPrompt|Cost Centre:}}, enter the Purchase Centre to code the total Net value if known, or [[How do I Find a Cost Centre?|search]] for the cost centre. If you need more than one centre for the document, press {{KeyPress|F2}} and enter the centre codes and values applicable to each centre.
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* For invoices and credits, at {{DataPrompt|Centre}}, enter the Purchase [[How do I Find a Cost Centre?|Centre]] to allocate the document to.
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* Check that the invoice total, nett and V.A.T. values are correct and then press {{KeyPress|Esc}}.
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{{Note|text=It is possible to allocate the document to multiple centres using the {{DataPrompt|Centres}} tab.}}
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* On the bottom right of your screen is the Purchase ledger number, which is the unique transaction reference for this invoice. Write this number on the actual invoice as your reminder that it has been posted on the system, and so that you can find it easily.
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{{Tip|text=Highlighted in the {{DataPrompt|Amount details}} section of the screen is the Purchase ledger number. This is the unique transaction reference for this document. Write this number on the document as your reminder that it has been posted on the system, and so that you can find it easily.}}
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* Click {{Button|Accept}} to save the posting and move onto the next.
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* Once all the details are filled in, press {{Button|Done}} or {{KeyPress|Esc}} and {{DataValue|Accept}} the document. The document will then be posted.
  
 
== See Also ==
 
== See Also ==
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*[[How do I Find a Cost Centre?]]
 
*[[How do I Find a Cost Centre?]]
  
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{{KB_Tags|Purchase, Invoice, Posting}}{{KB_PL}}{{ZN_Accounts}}
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{{KB_Tags|Purchase, Invoice, Posting, Credit, Opening balance, Ledger}}{{KB_PL}}{{ZN_Accounts}}
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{{KB_Ref|PL03}}
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{{KB_Ref|PL03 SL03}}

Revision as of 15:21, 13 September 2011

Summary

The following article explains how to post Purchase invoices in Platinum.

More Information

  • Go to " Purchase Ledger Purchase Ledger Postings".
  • At "Doc. type", choose the type of document you want to post.
    • Choose 'Invoice' if you want to post an invoice.
    • Choose 'Credit' if you want to post a credit against an invoice.
    • Choose 'Opening balance' if you want to post an opening balance. This is mainly used only when setting up your Platinum system.
  • At "Supplier:", enter the code for or search for the supplier the document applies to.
  • If you have chosen to post an invoice or a credit, at "Document No", enter the invoice or credit number.
This can only be up to 8 characters long. If the number you have is longer than this, make sure you enter the last 8 characters only.
  • At "Date", enter the date shown on the document from the supplier.
If this is a late invoice and you have already closed the month to which it relates, post it with a date of the 1st of the next month you are going to close.
  • At "Description", enter up to 15 characters to describe the document you are posting. This is what you will see when you view "Supplier History" so it should be used to identify the nature of the transaction, e.g. 'VEHICLES', 'PARTS', 'PETROL' or you could enter an Order Number. If you leave this blank, the system will default to entering the supplier code and invoice number here.
  • At the "Amounts" section of the screen:
    • If you have chosen to post an invoice or a credit, enter the Nett amount(s). The V.A.T. will be automatically calculated.
    • If you have chosen to post an opening balance, enter the value at "Totals".
The default V.A.T rate is highlighted.
Check that the V.A.T. shows the same figure as the invoice or credit note. Occasionally you will see small differences, but the figure on the document is that which you should use.
If the invoice has a Settlement on it then the V.A.T. will be the appropriate amount depending on the Settlement percentage.
  • For invoices and credits, at "Centre", enter the Purchase Centre to allocate the document to.
It is possible to allocate the document to multiple centres using the "Centres" tab.
Highlighted in the "Amount details" section of the screen is the Purchase ledger number. This is the unique transaction reference for this document. Write this number on the document as your reminder that it has been posted on the system, and so that you can find it easily.
  • Once all the details are filled in, press [Done] or <Esc> and 'Accept' the document. The document will then be posted.

See Also


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Keywords AND Misspellings
Purchase, Invoice, Posting, Credit, Opening balance, Ledger
Tags

PL03 SL03

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