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General Ledger Transactions from Purchase Invoices

When you approve and save a Purchase Invoice, a General Ledger Transaction will be generated automatically if you have so determined in the Sub Systems setting in the General Ledger. An example is illustrated below:

The Purchase Accounts (also known as Cost Accounts) in the General Ledger will record the levels of purchases of different types of Items. When you enter Purchase Invoices, you should enter a Purchase Account in each row (in the column marked 'Account'). Different rows can have different Purchase Accounts.

In some instances a default Purchase Account will be placed in the Account field in the first row of a Purchase Invoice. This default will appear if you have specified a Cost Account on the 'Account' card of the Contact record for the Vendor. You might specify such a default for Vendors of services (such as electricity or telephone services), whose Purchase Invoices are always posted to the same Account.

For each row in an Invoice, the Tax Account will be taken from the specified Tax Code. This will be chosen as follows:

1. The Purchase Tax Code in the record for the Vendor in the Contact register will be used. If you do not, or if you have not specified a Purchase Tax Code for the Vendor in question:
   

2. The Tax Code will be taken from the relevant Account record in the Account register. If this is blank:
   

3. The Tax Code specified in the Account Usage A/P setting is used.

In the cases of point 3, the relevant Tax Code for the Zone to which the Vendor belongs will be used. Each of the three Zones can have a different Tax Code.
The Creditor Account is chosen as follows:

1. The Creditor Account specified on the 'Account' card of the Contact record for the Vendor is used. If this is blank:
   

2. The Creditor Account in the Vendor Category to which the Vendor belongs is used. If this is blank, or the Vendor does not belong to a Category:
   

3. The Creditor Account will be taken from the Account Usage A/P setting.

If the Purchase Invoice is a Cash Note, the Cash Account in the relevant Payment Term record or in the Account Usage A/P setting will be used in place of the Debtor Account.

Once the Transaction has been generated, you can look at it straight away using the 'Open GL Transaction' function on the Operations drop-down menu.

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In this chapter:

• Introduction
  

• Entering a Purchase Invoice
  

• Entering a Purchase Invoice - Example
  

• Inspecting and Approving Purchase Invoices
  

• General Ledger Transactions from Purchase Invoices
  

• Cash Notes
  

• Crediting Purchase Invoices
  

• Operations menu

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