Posting purchase invoices
From Catalyst
Summary
The following article explains how to post Purchase invoices onto Platinum.
Additional Information
Go to "Purchase Ledger" -> "Purchase Ledger Postings".
- Move to "Invoice/Credit/Op. Bal.:".
- Select 'I' to post an 'Invoice', or 'C' to post a 'Credit Note'. Only when you are setting up the system from scratch should you need to use 'O' for Opening Balance.
- At "Account:", type in the supplier's account code if known, or search for a supplier.
- At "Document No:" enter the invoice or credit note number.
 | 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. |
- At "Date:", enter the date shown on the invoice.
| 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 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. 'VEHICLES', 'PARTS', '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.
- 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 <F3>. The program will work out the V.A.T. for you.
| 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. 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.
- At "Cost Centre:", enter the Purchase Centre to code the total Net value if known, or search for the cost centre. If you need more than one centre for the document, press <F2> and enter the centre codes and values applicable to each centre.
- Check that the invoice total, nett and V.A.T. values are correct and then press <Esc>.
- 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.
- Click [Accept] to save the posting and move onto the next.
