 Introduction to Purchase Invoices in Standard Accounts
Entering a Purchase Invoice
Entering a Purchase Invoice - Example
Inspecting and Approving Purchase Invoices
Nominal Ledger Transactions from Purchase Invoices
Cash Notes
Crediting Purchase Invoices (Debit Memos)
Operations Menu
Operations Menu - Create Credit Note
 Tutorials for Standard Accounts
Search HansaManuals.com HansaManuals Home >> Standard Accounts >> Purchase Invoices Previous Next Entire Chapter in Printable Form Search This text refers to program version 6.3 Entering a Purchase Invoice - Example We shall now show how to use the various fields on the Purchase Invoice screen with the help of a few examples.To open the Purchase Invoice register, first ensure you are in the Purchase Ledger and then click the [Purchase Invoices] button in the Master Control panel or use the ⌘-1 keyboard shortcut. The 'Purchase Invoices: Browse' window appears, listing the Purchase Invoices that are already in the system. Start entering a new Purchase Invoice by clicking the [New] button or using the ⌘-N keyboard shortcut. The 'Purchase Invoice: New' window opens, with internal Invoice Number entered. The insertion point will be in the Supplier Number field. Press ⌘-Return: 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 default Payment Term will be placed in the appropriate fields on the Purchase Invoice screen. After entering the Supplier's Invoice Number, press Return again to move the insertion point to the TOTAL field. Enter the total amount payable (inclusive of tax), and, in the VAT field, the tax amount (this latter is optional). Press Return again to move the insertion point to the Invoice Date field. Enter the Invoice Date as shown on the Supplier's paper Invoice and press the Return key twice. The Invoice Date will be copied to the Transaction Date field. In almost all cases, these two dates should be the same otherwise your Creditor Account may not match your Purchase Ledger report. 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 gain access to the Chart of Accounts, from where you can choose the Account that you need. Search among the Accounts in the normal way, by Number or by Name. Highlight the relevant Account in the 'Paste Special' list and press Return or choose it by double-clicking. The Account will be brought into the Purchase Invoice row. Press Return again twice and enter the row amount (excluding VAT). In the last row, pressing Return in the Amount field will cause the Amount to be calculated for you so that the Invoice balances. When you have added all the items and have checked the Invoice, approve it by checking the OK box. When you save the Invoice, it will be committed to your Purchase Ledger. Save the Invoice by clicking [Save] or [New]: use the latter option to continue with the next invoice. The TOTAL must equal the sum of the Amounts of the rows plus VAT before you can continue. If this is not the case, Standard Accounts will display the error message: "Transaction out of balance" when you try to save. Until you have approved the Invoice by checking the OK box and saving, you can still change it. --- In this chapter:
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