Purchase Invoice Settings
The Purchase Orders Value Pack adds the following options to the
Purchase Invoice Settings setting in the Purchase Ledger:
- Purchase Order Item Transfer Control
- These options control the behaviour of the 'Create Purchase Invoice' function on the Operations menu of the Purchase Orders screen, used to create Purchase Invoices from Purchase Orders, and the 'Create Purchase Invoice' function on the Operations menu of the Goods Receipt screen, used to create Purchase Invoices from Goods Receipts.
- If you need to use FirstOffice's Intrastat reporting feature and you will be creating Purchase Invoices from Purchase Orders, you should choose the second or third options. If you will be creating Purchase Invoices from Goods Receipts, you should choose the third option. The Intrastat P/L document lists the Items that have been purchased from Suppliers in other EU countries. This document takes Item information from the fields on flip B of the relevant Purchase Invoices. If you are using the second or third option (when creating Purchase Invoices from Purchase Orders) or the third option only (when creating Purchase Invoices from Goods Receipts), these fields will contain the necessary information.
- Consolidate Items to Supplier Cost Account
- If you are using this option and you create a Purchase Invoice from a Purchase Order, all the Items on the Purchase Order will be grouped together on a single row on the Invoice indicating that they are to be posted to the same Cost Account (taken from the Cost Account on the 'Terms' card of the Customer record for the Supplier). If the Items on the Purchase Order have different VAT Codes, there will be a separate row on the Invoice for each VAT Code. Objects specified in Purchase Order rows will not be transferred to the Invoice.
- Take care when using this option if you ever need to create partial Goods Receipts and Invoices from a Purchase Order, or if you anticipate having to change Purchase Invoices once you have created them. Because all Purchase Order rows are consolidated to a single Purchase Invoice row, any changes to that Invoice cannot be fed back to the Purchase Order.
- If the Supplier does not have a Cost Account, you will not be able to create a Purchase Invoice.
- If you are using this option and you create a Purchase Invoice from a Goods Receipt, all the Items on the Goods Receipt 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. In all cases, the appropriate Account for the Zone of the Supplier will be used). If the Items on the Goods Receipt have different VAT Codes, there will be a separate row on the Invoice for each VAT Code. Objects specified in Goods Receipt rows will not be transferred to the Invoice.
- Consolidate by Items
- If you are using this option and you create a Purchase Invoice from a Purchase Order, the Purchase Invoice will feature a separate row for each Item on the Purchase Order. The Cost Account in each case will be the Purchase Control Account from the Account Usage Stock setting. The Item Numbers and Quantities will be copied from the Purchase Order rows to the appropriate fields of the Purchase Invoice (on flip B).
- If the Supplier does not have a Cost Account, you will not be able to create a Purchase Invoice, even if all Purchase Order rows have their own Purchase Control Account.
- If you are using this option and you create a Purchase Invoice from a Goods Receipt, this option behaves in the same way as the Consolidate Items to Supplier Cost Account option described above.
- Transfer Each Row Separately
- If you are using this option and you create a Purchase Invoice from a Purchase Order, each Item (i.e. each row) on the Purchase Order will have its own row on the Invoice. In each case, the Cost Account will be the Purchase Control Account in the Account Usage Stock setting. The Item Numbers, Objects and Quantities from the Purchase Order rows will be copied to the appropriate fields of the Purchase Invoice (on flip B).
- If you are using this option and you create a Purchase Invoice from a Goods Receipt, each Item (i.e. each row) on the Goods Receipt will have its own row on the Invoice. In each case, the Cost Account will be the Purchase Account in the Account Usage Stock setting. The Item Numbers, Objects and Quantities from the Goods Receipt rows will be copied to the appropriate fields of the Purchase Invoice (on flip B).
