HansaManuals Home   >> Standard ERP   >> Stock   >> Goods Receipt Register  

Previous   Next               Entire Chapter in Printable Form               Search  

This text refers to program version 4.0  

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, all changes to the Goods Receipt must first have been saved (use the [Save] button), although there is no need for it to be approved. The function can only be used for Goods Receipts whose Purchase Order Number field is blank (i.e. those which were entered independently, not created from a Purchase Order). To create a Purchase Invoice for a Goods Receipt with a Purchase Order Number, open the Purchase Order and use the 'Invoice' function on the Operations menu.

On selecting the function, a new record is created in the Purchase Invoice register (in the Purchase Ledger). It is 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 Cost Account in each case will be the Purchase Control Account for the Item Group to which the Item belongs (if the Use Item Groups for Cost Accounts option in the Cost Accounting setting in the Stock module is in use) or that on card 5 of the Account Usage S/L setting The Creditor Account will be taken from the 'Accounts' card of the Supplier or, if this is blank, from the Account Usage P/L setting. The VAT Code on each row will be taken from the Supplier, the Item, the Item Group or from the Account Usage P/L setting. If the VAT Code is taken from the Supplier, all the Items from the Goods Receipt will be grouped together in a single Invoice row. Otherwise, there will be one row for each VAT Code. 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 is only used in countries where there is a single VAT rate.

The Amount in each Purchase Invoice row will include any extra costs from flips C and H 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 the Purchase Invoice has been checked, click the OK check box. This signifies that the Purchase Invoice has been approved. Associated Transactions in the Nominal Ledger will now 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 screen, including detailed information about approving the Invoice and Nominal Ledger Transactions.

Previous   Next   Top            Entire Chapter in Printable Form