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Nominal Ledger Transactions from Purchase Invoices

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

The Purchase Accounts (also known as Cost Accounts) in the Nominal 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 Supplier. You might specify such a default for Suppliers 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 VAT Account will be taken from the specified VAT Code. This will be chosen as follows:

1. The Purchase VAT Code in the record for the Supplier in the Contact register will be used. If you have not specified a Purchase VAT Code for the Supplier in question:
   

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

3. The VAT Code specified in the Account Usage P/L setting is used.

The Creditor Account is chosen as follows:

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

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

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

If the Purchase Invoice is a Cash Note, the Cash Account in the relevant Payment Term record or in the Account Usage P/L 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 NL 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
  

• Nominal Ledger Transactions from Purchase Invoices
  

• Cash Notes
  

• Crediting Purchase Invoices
  

• Operations menu

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• Home page for Standard Accounts manual

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