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This text refers to program version 4.3  

Operations Menu - Create Purchase Invoice

To raise a Purchase Invoice from a Goods Receipt, select 'Create Purchase Invoice' from the Operations menu. For the function to have any effect, you must first approve the Goods Receipt and then save it (use the [Save] button).

When you select the function, a new record will be created in the Purchase Invoice register (in the Purchase Ledger). It will be opened in a new window, entitled 'Purchase Invoice: Inspect'. This means that it has been created and saved and is being opened for amendment and approval.

The Purchase Invoice assumes that all Items on the Goods Receipt are to be invoiced. The ordered Items will be grouped together on a single row on the Invoice indicating that they are to be posted to the same Cost Account (the Purchase Control Account from the Account Usage Stock setting). If the Items on the Goods Receipt have different VAT Codes, there will be a separate row on the Invoice for each VAT Code. If you have the Purchase Orders Value Pack, the Cost Account will depend on the Purchase Order Item Transfer Control options in the Purchase Invoice Settings setting in the Purchase Ledger.

The Creditor Account will be taken from the 'Terms' card of the Customer record for the Supplier or, if this is blank, from the Account Usage P/L setting. If you have the Purchase Orders Value Pack and the Goods Receipt was created from a Purchase Order, the VAT Code on each row will be taken from the appropriate Purchase Order row. Otherwise, it will be the Purch. VAT Code from the Customer record for the Supplier or the VAT Code from the Item, the Item Group or the 'VAT' card of the Account Usage P/L setting. The value in the Calc VAT field in the footer will be calculated using the VAT Codes from each row.

If the Calculate VAT box is checked in the Purchase Invoice Settings setting in the Purchase Ledger, VAT will be calculated backwards from the overall value of the Purchase Invoice using the VAT Rate in that setting. This figure will be placed in the VAT field in the header, and may differ from that in the Calc VAT field in the footer if the Items have different VAT Codes. You will need to correct the header field before you can approve the Invoice. For this reason, it is recommended that the Calculate VAT option should only be used in countries where there is a single VAT rate.

The Amount in each Purchase Invoice row will include any extra costs from flip B of the Goods Receipt. You can change the Amount of one or more rows on the Invoice screen as appropriate. You can also add more rows.

When you have checked the Purchase Invoice, click the OK check box. This signifies that the Purchase Invoice has been approved. When you save it, associated Transactions in the Nominal Ledger will be raised (if so defined in the Sub Systems setting in the Nominal Ledger) and you will no longer be able to modify the Invoice.

Please click here for a full description of the Purchase Invoice screen.

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