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Juhend HansaWorld Enterprise'i versioonile 7.2  

Preliminary Booking

It is possible to make a preliminary booking of a Purchase Invoice when you receive it. In some companies, Purchase Invoices are passed around within the organisation for some time, in order for the expense to be approved and classified properly.

If you need to use this feature, enter the Invoice to the Purchase Invoice register as soon as you receive it in the normal way but tick the Prel. Book box as well, as shown in the illustration below:

When you save the Purchase Invoice, if so defined in the Sub Systems setting in the Nominal Ledger and in the Number Series - Purchase Invoices setting, a preliminary Nominal Ledger Transaction for the Invoice will be created. This Transaction will contain normal VAT and Cost Account postings, but, instead of the usual Creditor Account, a preliminary Account (defined on the 'Creditors' card of the Account Usage P/L setting) will be credited. In this example, the preliminary Account is 805:

Until you have marked the Invoice as OK and saved it, you will still be able to change it, even though this preliminary Transaction has been created. When you tick the OK box and save the Invoice once again, a new Nominal Ledger Transaction will be created, reversing the posting to the preliminary Account, replacing it with a credit to the normal Creditor Account.

After you have entered the Purchase Invoice and created the preliminary Transaction, you can change the Cost Accounts in any of the Purchase Invoice rows. These changes will be reflected in the final Nominal Ledger Transaction. Shown below is such a Transaction, where the Cost Account 350 used at first has been changed to 355.

It's not possible to credit a preliminary Purchase Invoice. You can only credit Invoices that have been marked as OK.

Once a preliminary Transaction has been generated, you can look at it straight away using the 'Open Preliminary NL Trans.' function on the Operations menu. To look at the final Transaction, use 'Open NL Transaction' on the same menu (both function can be made subject to access rights).

You can use Access Groups to control who can tick the Prel. Booking box in Purchase Invoices and Purchase Credit Notes. To do this, deny access to the 'OK Purchase Invoices' and 'OK Purchase Credit Notes' Actions respectively. The same Actions control access to both the Prel. Booking and the OK check boxes.

If you need Purchase Invoices to pass through an approval process before you can mark them as OK, you can configure such a process using the Approval Rules register in the Business Alerts module. The same approval process will also control access to the Prel. Booking box i.e. after a Purchase Invoice has passed through the same approval process, you will be able to tick both the Prel. Booking and OK check boxes. Please refer to the description of the Approval Status options on the 'Inv. Address' card of the Purchase Invoice window for brief details about the approval process and here for full details.

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In this chapter:

• Introduction
  

• Entering a Purchase Invoice
  

• Entering a Purchase Invoice - Examples
  

• Preliminary Booking
  

• Inspecting Purchase Invoices, Marking as OK and Posting to the Nominal Ledger
  

• Nominal Ledger Transactions from Purchase Invoices
  

• Error Messages
  

• Printing Purchase Invoices
  

• Accruals in the Purchase Ledger
  

• Cash Notes in the Purchase Ledger
  

• Crediting Purchase Invoices
  

• Operations menu

Download:

• PDF document describing the Purchase Invoice register

Go back to:

• Home page for Purchase Ledger manual
  

• Home page for HansaWorld Enterprise manual

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