Posting purchase invoices

Summary

The following article explains how to post Purchase Invoices, Credits or Opening Balances in Platinum.

More Information

Go to " Purchase Ledger Purchase Ledger Postings".

Press <Enter> after entering each piece of information to be guided through the key fields you need to complete. Feel free to click on any fields which are skipped over if you need to complete additional pieces of information.

General Details

• 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 note.
  • Choose 'Opening balance' if you want to post an opening balance. This is mainly used only when setting up your Platinum system.

If you are Cash Accounting for V.A.T. please see this article before posting opening balances.

• At "Supplier:", enter the code or search for the supplier to whom the document applies.
• Enter the "Document No", for the invoice or credit note.

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.

If you have chosen to post a credit note the system will match it to the invoice with the same document number else will prompt you to confirm you are posting an Unallocated Credit. Choose [Yes] to proceed or [No] to amend the Document Number you have entered.

• 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" and it is also carried through to the Nominal Ledger.
  • What you enter here depends on what the document is for.
    • If the document relates to vehicles or whole goods, then the Stock Number(s) that you have allocated should be entered here in a consistent fashion, e.g. 'SN999999' would be sensible.
    • If the document relates to other stock items, there should have been a purchase order created for them. The Purchase Order number should go here in a consistent fashion, e.g. 'PO999999' would be sensible.
    • Overheads - if you are posting a document that relates to your overheads, e.g. rent, stationery, telephone, fuel and so forth, then it should be used to identify the nature of the transaction, e.g. 'Rent', 'Fuel' and so on.

Payment

If you paid an invoice, or received payment for a credit, on the same date it was issued you may enter the payment method and description here.

• Enter the "Centre:" the payment was made from/to, e.g. 'Z992 - Current Bank Account' or 'Z991 - Cash in Hand' or press <Ctrl+F1> to search for a centre.
• Enter a suitable "Comment : " e.g. 'BACS' or a cheque number.

To process payments at a later date, see this article.

Amounts

• If you have chosen to post an invoice or a credit, enter the Nett amount(s).
  • Press <Enter> to calculate the V.A.T. automatically.

Alternatively, press <F3> or <F4> to calculate the V.A.T. on the Nett amount or Gross amount respectively.

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 you have chosen to post an opening balance, enter the value at "Totals".

Advanced Details

If your supplier has noted payment terms on the document, enter the "Pay Period" here.

If you are querying the document, you may choose to place it on hold using the "Hold doc?" option.

• Leave "Expiry date" blank to put the document on hold indefinitely. See the article to remove the hold.
  • If you choose to enter a date the hold will be removed automatically on this date.
• Enter brief "Hold notes" e.g. 'Awaiting Credit' or 'Order Query'.

These pieces of information will be displayed in Purchase Ledger/Payments.

Settlement

If your supplier has noted settlement terms on the document, enter the number of "Days" and "Discount" specified.

This information will be displayed in Purchase Ledger/Payments.

Amount Details

• For invoices and credits, at "Centre", enter the Purchase Centre to which to allocate the document.

If you have automatic cost of sales turned on for Stock Control and are posting a purchase invoice/credit that relates to a Purchase Order, you should use the "Centre" for 'Stock Accruals', e.g. '400'.

If you have automatic cost of sales turned on for Unit Sales and are posting a purchase invoice/credit that relates to a new Stock Vehicle, you should use the "Centre" for 'Vehicle Accruals', e.g. '200'.

• To allocate a document to multiple centres, select the [Centres] tab and follow this article.

• If you are running a multi-site operation, there will be a "Site" code field shown underneath the "Centre". If the document relates to a specific site, enter the site code here.

• If the document needs to spread over a period of months, see this article for advice.

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.

If you have outstanding Purchase Orders for the supplier, you may be taken to an additional screen to allocate the document to an order. See this article for further instructions.

See also

• How do I Make a Purchase Ledger Posting with Multiple Centres?
• How do I edit a Credit after it has been posted?
• How do I Allocate an Invoice to a Purchase Order?
• Cash Accounting
• Recommended accounting routines

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Keywords AND Misspellings

purchase, invoice, posting, credit, opening balance, ledger

Tags

PL03 SL03