Entering a Purchase Invoice - Costs Card
Use the grid on the 'Costs' card to list the items and costs on the Purchase Invoice. This grid is divided into three horizontal flips. When you click on a flip tab (marked A, B and C), the two or three right-hand columns of the grid are replaced.
To add rows to a Purchase Invoice, click in any field in the first blank row and enter appropriate text. To remove a row, click on the row number on the left of the row and press the Backspace key. To insert a row, click on the row number where the insertion is to be made and press Return.
Flip A
- A/C
- Paste Special
Account register, Nominal Ledger/System module
- This is where you specify the Cost Accounts to be debited by the Purchase Invoice. Enter an Account number and press Enter. This will cause the Account name to be entered automatically to the Description field.
- If the Supplier has a Cost Account specified on the 'Accounts' card, this will be entered as a default.
- You can have an Account brought in by specifying an Account Short Code in the Short. field to the right.
- You can also enter the Code of an Autotransaction to this field. Autotransactions are used to automate the entry of frequently used Transactions, not only reducing labour but also ensuring the correct Accounts are used every time. Autotransactions are fully described here. An example of an Autotransaction might be one that distributes the cost of an overhead such as rent across several Objects on a percentage basis.
- Objects
- Paste Special
Object register, Nominal Ledger/System module
- Up to 20 Objects, separated by commas, can be assigned to this row. They will be transferred to the Nominal Ledger Transaction generated for this invoice, and can be used for your profit centre reports. You might define separate Objects to represent different departments, cost centres or product types. This provides a flexible method of analysis that can be used in Nominal Ledger reports.
- In the Nominal Ledger Transaction generated from this Purchase Invoice, any Objects specified here will be assigned to the debit posting to the Purchase Account. This assignment will merge these Objects with those of the parent Invoice (shown on the 'Other' card).
- If you don't use Objects, you can use a check box in the Purchase Invoice Settings setting to have the cursor skip over this field when you press Return or Enter.
- If a Project is specified on flip B and this Project has been given an Object, this Object will be copied here automatically. You can also have an Object brought in by specifying an Account Short Code in the field immediately to the right.
- Short.
- Paste Special
Account Short Codes setting, Nominal Ledger
- Short Codes can help reduce errors when selecting Accounts and Objects. You can also use them if you do not want members of staff using Purchase Invoices and Expenses to have any access to the Account and Object registers (which means that 'Paste Special' cannot be used). Choose a Short Code here to bring in the appropriate Account and Object(s).
- Description
- Default taken from
Account
- The Account name is entered automatically. As with Objects, you can have the cursor skip over this field when you press Return or Enter. The text can be changed or written over.
- Amount
- The amount to be debited to the Cost Account. If a Currency has been specified, this figure should be in Currency.
- A convenient way of ensuring the value in this field is correct is to move the cursor into the field and then to press the Enter or Return key. Hansa will enter the correct value to balance the Invoice, taking the TOTAL and any previous rows into account.
- V-Cd
- Paste Special
VAT Codes setting, Nominal Ledger
- The VAT Code entered here refers to a VAT Code record entered using the VAT Codes setting in the Nominal Ledger. It determines the rate at which VAT will be charged on this Item and the VAT Account to be debited.
- A default is offered, taken from the Supplier, the Account record or, if none is specified there, from card 3 of the Account Usage P/L setting. In the last case, the appropriate VAT Code for the Zone of the Supplier will be used.
Flip B
If you need to use Hansa's Intrastat reporting feature, you should ensure the Item and Quantity fields on flip B of each Purchase Invoice are filled out correctly before
approval. The
Intrastat P/L document lists the Items that have been purchased from Suppliers in other EU countries. This document takes this information from these fields. The
Purchase Order Accruals report and the Accrued and Accrued by Nominal Code options of the
Purchase Order Status report also require Items to be specified on flip B of each Purchase Invoice.
- Item
- Paste Special
Item register
- You may enter the Item number of the purchased Item here. This information is used by the Job Costing module.
- In the case of Purchase Invoices created from Purchase Orders, Item Numbers will be copied if either the Consolidate by Items and Project or the Transfer Each Row Separately option in the Purchase Invoice Settings setting is in use.
- Qty
- The quantity purchased can be entered here.
- In the case of Purchase Invoices created from Purchase Orders, Quantities will be copied over if either the Consolidate by Items and Project or the Transfer Each Row Separately option in the Purchase Invoice Settings setting is in use.
- Project
- Paste Special
Project register, Job Costing module (if installed)
- The Number of a Project to which the Purchase Invoice can be linked. This field is used only if the Job Costing module is used in your system.
- If the Project has been given an Object, this will be copied to the Objects field on flip A of the Purchase Invoice.
- If a Project has been entered, an Item and Quantity must also be specified.
- In the case of Purchase Invoices created from Purchase Orders, any Project specified on the 'Terms' card of the Order (or on flip B of an individual Purchase Order row) will be copied over to each Purchase Invoice row if either the Consolidate by Items and Project or the Transfer Each Row Separately option in the Purchase Invoice Settings setting is in use.
Flip C
- N/L Accrual
- Paste Special
N/L Accruals setting, Nominal Ledger
- Please refer to the Accruals page for details of this field and an illustrated example.
Footer
- OK
- When you check this box and save the record by clicking [Save], the Purchase Invoice is approved and entered into the Purchase Ledger, and a corresponding Transaction is created in the Nominal Ledger. Because of these consequences, you will no longer be able to make changes to the Purchase Invoice except to the Due Date and Comment fields.
- References in these web pages to approved Purchase Invoices are to Purchase Invoices whose OK check box has been switched on.
- Currency
- Paste Special
Currency register, System module
- Default taken from Supplier or Default Base Currency
- The currency used in the Purchase Invoice: the exchange rate is shown on the 'Currency' card where it can be modified only for this particular Invoice if necessary. If the Supplier record has a Currency specified on the 'Company' card of the Supplier screen, only that Currency can be used. Otherwise, any Currency can be used.
- All figures shown in the Purchase Invoice should be in Currency: when the Nominal Ledger Transaction is created, they will be converted to the home Currency.
- Calc. VAT
- The VAT sum, calculated from the Purchase Invoice rows. This figure is calculated automatically as rows are added to the Purchase Invoice.
- This figure is rounded up or down according to rounding rules set for the Currency (in the Currency Round Off setting in the System module). If no Currency has been specified, or the Currency in question has not been entered in the Currency Round Off setting, the rounding rules are taken from the Round Off setting (also in the System module). In the Nominal Ledger Transaction resulting from this Purchase Invoice, any amounts lost or gained in this rounding process are posted to the Round Off Account specified in the Account Usage S/L setting.
Introduction to the Purchase Invoice Register
