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This text refers to program version 4.3  

Entering a Purchase Invoice - Example

We shall now show how to use the various fields on the Invoice screen with the help of a few examples.

Open the Purchase Invoice register using the button in the Master Control panel in the Purchase Ledger. When the 'Purchase Invoices: Browse' window appears, click the [New] button. The 'Purchase Invoice: New' window is shown, with internal Invoice Number entered. Enter the Invoice Date as shown on the Invoice and press the Return key twice. The Invoice Date is copied to the Transaction Date field. In almost all cases, these two dates should be the same otherwise your Creditor Account may differ from your Aged Creditor report. The insertion point is now in the Supplier Number field. Press Ctrl-Return (Windows and Linux) or ⌘-Return (Macintosh): this brings up the 'Paste Supplier' window.

Select a Supplier from the list by double-clicking on its name (or by using the cursor keys and pressing Return). Press Return again and Supplier information such as Name and Address is placed in the appropriate fields on the Purchase Invoice screen.

The insertion point should now be in the TOTAL field. Enter the total amount payable (inclusive of tax), and, in the VAT field, the tax amount (this latter is optional). Depending on the setting of the Calculate VAT check box in the Purchase Invoice Settings setting, the tax amount may be calculated automatically. Press Return again to move the insertion point to the Supplier Invoice Number field, and enter the number.

If the Payment Terms include a cash discount, FirstOffice will calculate the amount and display it in the Cash Discount field. The Discount Date field will show the expiry date of the discount.

Continue and enter the accounting information. Move the insertion point to the Account Number field of the first row in the grid area, and enter the Account Number. Use the 'Paste Special' function to get access to the Chart of Accounts, from which the appropriate Account can be chosen: search among the Accounts in the normal way, by Number or by Name. On pressing Return, the insertion point will move to the Description field, or skip to the Amount field, depending on the option you have selected in the Purchase Invoice Settings setting. Ensure the insertion point is in the Amount field and enter the row amount (excluding VAT).

When you have added all the items and have checked the Invoice, approve it by checking the OK box. When you save it, it will be committed to the Purchase Ledger.

Save the Invoice by clicking [Save] or [New]: use the latter option to continue with the next Invoice. The TOTAL must equal one of the following before you can continue, depending on the Zone of the Invoice:

Domestic, Inside EU (Post VAT) and Outside EU (Post VAT)

the sum of the Amounts of the rows plus VAT.

Inside EU

the sum of the Amounts of the rows.

Outside EU

the sum of the Amounts of the rows. No VAT is calculated in this case.

If this is not the case, FirstOffice will display the error message: "Transaction out of balance".

Until you have approved the Invoice by checking the OK box and saving, you can still change it.

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