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This text refers to program version 6.2  

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 Payables module and then click the [Purchase Invoices] button in the Master Control panel or use the ⌘-1 (Mac OS X) or Ctrl-1 (Windows) 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/Ctrl-N keyboard shortcut. The 'Purchase Invoice: New' window opens, with internal Invoice Number entered. Enter the Invoice Date as shown on the Vendor'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 Accounts Payable report.

The insertion point is now in the Vendor Number field. Press ⌘-Return/Ctrl-Return: this brings up the 'Paste Vendor' window. Select a Vendor from the list by double-clicking on its name (or by using the cursor keys and pressing Return). Press Return again and Vendor information such as Name and default Payment Term will be placed in the appropriate fields on the Purchase Invoice screen.

The insertion point should now be in the TOTAL field. Enter the total amount payable (inclusive of tax), and, in the Tax field, the tax amount (this latter is optional). Press Return again to move the insertion point to the Vendor Invoice Number field, and enter the number.

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 Tax). 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 Accounts Payable.

Save the Invoice by clicking [Save] or [New]: use the latter option to continue with the next invoice. The TOTAL must equal one of the following before you can continue, depending on the Zone of the Invoice:

Local, Domestic (Post Tax) and Export (Post Tax)
the sum of the Amounts of the rows plus Tax.

Domestic
the sum of the Amounts of the rows.

Export
the sum of the Amounts of the rows. No Tax is calculated in this case.
If this is not the case, Books by HansaWorld 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.

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