Purchases - Invoices and Credit Notes

Purchases - Invoices and Credit Notes

INTRODUCTION

This chapter describes how to enter invoices and credit notes for a supplier.
We will first look at invoices for the purchase order we created above and then a credit note for the purchase return.
However not all invoices and credit notes relate to POs and Returns and these are done by direct invoices and credit notes which will be covered in a different article.

INVOICES FOR PURCHASE ORDERS

In this screen you will enter any invoice relating to a Purchase Order. The system will automatically assume that the invoice is for all lines in the purchase order and the cost will be the cost quoted in the purchase order. Note that if this is a subsequent invoice for a PO any lines already invoiced will be set to zero.

When you open the Invoice for Purchase Order the cursor will by default be in the Order No field.  
You can enter the order number here or use the look up to search for your order.
If you enter the Supplier account number first the look up will be automatically restricted to that supplier.

The following screen shows how the data is populated. PO number 2107 that was created in the Purchase Order chapter is being used.



Supplier: The supplier for whom the PO was raised. The full name of the supplier, the currency for the invoice and the VAT rate are also displayed
Transaction Date:  Set to today’s processing date. This should always be set to the invoice date. The Invoice Date field will automatically be set to the transaction date. The only time the transaction date should be set to a date other than the invoice date is if the period for the invoice has been closed in the nominal ledger and the system will not let you post to that date. This should very rarely happen. E.g. should you receive an invoice for Sept 2017 in January 2018 and periods up until December 2017 had been closed you would have to set the Transaction Date to 1st December 2017 and the Invoice Date to the September date.

Invoice Lines All lines on the PO are displayed in the grid with  Invoiced Now set to the Quantity Received less any Quantity Invoiced (in a previous invoice for this PO). Invoice Price is set to Invoiced Now* Unit Price.

If any charges have been added to the PO these are displayed in the Charges grid.

The totals for the invoice are displayed at the bottom of the screen.

Invoice Number: Enter the supplier’s invoice number in this field
Settlement Discount: If a settlement discount is recorded against the supplier record the system will calculate what the discount should be when payment is to be made. Some suppliers will automatically include the settlement discount in the invoice in which case you should enter it in this field.
Invoice Discount: If discount has been given for the full invoice enter it here and the system will apply the discount across each line. New totals will be displayed at the bottom of the screen.
Edit a Line: To edit a line because it does not agree with the invoice double-click on the line to display













You can edit Quantity and Amount. You can add a line discount and also amend the VAT rate. The system will automatically re-calculate the line total. In this example we will assume that the cost for this item on the invoice is £20.














You may now click

Next Line: To move to the next line of the invoice
Previous Line: To move to the previous line on the invoice
OK: To return to the main invoice screen

Assuming this is the only change the main screen will now reflect the changes
 
Because we have increased the price the invoice is automatically put on query using the default Query Ref value 2 (Awaiting Authorisation). If you want to remove from query click on the look up and you will be asked to confirm that the invoice is no longer under .

Total Inv Discount: This field will show the total discount on an invoice. In some instances, it may be slightly different on the suppliers invoice to the screen. If you overwrite it the system will automatically re-calculate totals
Total VAT: Again, due to the way the supplier’s software calculates VAT it may on occasion differ slightly to that displayed on the screen. It will never be different by more than a few cents. Use the up and down arrows at the side on the field to adjust the VAT if required.
Save: Once the totals agree with the supplier’s invoice (very often these will match as soon as you open the screen) press Save. The system will issue a number of prompts
 Save and Complete Invoice? If you answer No you will be asked if you wish to save the invoice as Draft. This can be very useful if entering a very long invoice and you need to put it aside for a while. When you open up the screen again for the Purchase Order being invoiced the screen will reflect all changes you had made.

Invoice Total Is ???????. Is this Correct?. Answer Yes to continue with the Save. If you answer No you will go back to the main screen.

Invoice Posted Under Transaction Number XXX. You may want to write this down on the actual invoice.

DEBIT NOTE - Print or Email



If the parameter Auto Email Debit Note has been set in Additional System Parameters/ Purchase Tab and the invoice has been amended in any way to increase prices to those on the PO, Agility will prompt you to email/print a Debit Note for the supplier. (note that the message is set by you when setting up email options). If this flag is not set it a Debit Note can be produced later from the Authorise Invoice screen

There are a number of other buttons on this screen that have the following functionality
  1. Set Zero Value: This will set all lines to value of zero in the system. This functionality is a carry over from previous versions of Agility and there should not be a reason to use it now.
  2. Set Zero Qty: This can be very useful if a large order has been booked in but the invoice received from the suppliers relates to only a few lines. This will set all lines to zero and you then only need to alter the few lines that are on the invoice.
  3. Add Item: If an item appears on an invoice that was not on your PO you can add it to the PO at this time. The standard Add Item screen as described in Purchase Orders is displayed to enter the information. You should put this invoice on query.
  4. Add PO: Sometimes an invoice covers more than one PO. Click this button to enter the additional PO number. All items on that PO will be added to the grid.
  5. Add Charge: If there is a charge such as delivery on an invoice that was not on the PO click this button to add it







Display PO: Press this button to see the details of the PO


This screen is the details screen from Browse Orders. More information on this screen can be found in Browse Orders.

Notes: Click this button to display or add any notes re this Purchase Order. See para 43 in the Purchase Orders chapter for a full description of this screen










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