Suppliers Invoices

  Financials

Suppliers Invoices

The Suppliers Invoices option opens a desk top which gives you three options as shown below.

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Workshop Suppliers Invoice Enables you to process invoices against Workshop Jobs and General Ledger codes.

Contract Suppliers Invoice Enables you to process invoices against Contract Jobs and General Ledger codes.

Suppliers Invoice Export This enables you to export invoice details to Xero.

Specific sections follow which describe the individual functions.

Workshop Suppliers Invoice

The Workshop Suppliers Invoicing enables the entry of miscellaneous Supplier (Creditor) transactions and to allocate costs against Workshop Jobs, Equipment Items and General Ledger codes. Upon entry of this view the user is presented with a search screen that enables enquiry into historical data. Standard search facilities apply.

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By clicking on the Add New button the user can commence the entry of a new Supplier Invoice. Entry commences with header detail such as Supplier id, date, references and invoice amounts.

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Once the header data has been entered the user may enter one or more line items. Each line item is added by clicking on the blue + button to the right. This will open a window to enable the entry of line item details.

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The line item is populated with data obtained from the invoice header data. This includes supplier id and date along with default general ledger codes which are obtained from the Supplier record. From this point the user has a number of entry options.

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Entry of a Workshop Job number will result in the Equipment _id being obtained from the Job. The General Ledger code obtained from the Supplier record is also displayed. The user can over-ride the Equipment _id and General Ledger Code if they wish. The description of the transaction defaults to “Creditors Invoice” but this can be over-ridden.

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If no Workshop Job is involved the purchase can be coded directly to the Equipment _id as shown above.

If the purchase was for an overhead item you may just accept or over-ride the General ledger code as shown below.

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Once the appropriate coding has been entered the user must enter the cost of the purchase line. This can be entered as either an exclusive or inclusive value. The sale price is calculated based upon the supplier’s default pricing factor although this can be over-ridden.

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From this point further purchase lines can be entered or the invoice finalised. When finalising the system will check that the sum of the analysis lines equals the header values. If it does not an error message will be displayed and the invoice must be corrected before saving is permitted.

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Contract Suppliers Invoice

The Contract Suppliers Invoicing enables the entry of miscellaneous Supplier (Creditor) transactions and to allocate costs against Contract Jobs and General Ledger codes. Upon entry of this view the user is presented with a search screen that enables enquiry into historical data. Standard search facilities apply

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By clicking on the Add New button the user can commence the entry of a new Supplier Invoice. Entry commences with header detail such as Supplier id, date, references and invoice amounts.

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Once the header data has been entered the user may enter one or more line items. Each line item is added by clicking on the blue + button to the right. This will open a window to enable the entry of line item details.

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The line item is populated with data obtained from the invoice header data. This includes supplier id and date along with default general ledger codes which are obtained from the Supplier record. From this point the user has a number of entry options.

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Entry of a Contract Job number will result in the Job Description being displayed. The General Ledger code obtained from the Supplier record is also displayed. The user can over-ride the General Ledger Code if they wish. A description of the transaction can be entered if required.

If the purchase was for an overhead item you may just accept or over-ride the General ledger code as shown below.

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Once the appropriate coding has been entered the user must enter the cost of the purchase line. This can be entered as either an exclusive or inclusive value. The sale price is calculated based upon the supplier’s default pricing factor although this can be over-ridden.

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From this point further purchase lines can be entered or the invoice finalised. When finalising the system will check that the sum of the analysis lines equals the header values. If it does not an error message will be displayed and the invoice must be corrected before saving is permitted.

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Suppliers Invoice Export

This facility presents a search which enables the user to select invoices to be exported to the Xero Financial System. The search should be used to narrow down the display to only those invoices that currently require export.

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Once the search has been executed the user should select the invoices to be exported. Note that the system will only export selected invoices. The selection can be done by ticking individual invoices or alternatively by selecting all records displayed by ticking the box at the top of the select column.

Once you are happy that the correct selection has been made click on the button labelled “Xero Export Selected Invoices”. This will create a csv file of the selected invoice details that is ready to import into Xero. This file should be saved into the folder you use for such transfers.

The csv file can be viewed if you wish to check the contents. The export can be re-run if you wish, perhaps because there had been an error in the selection. The crucial end is when carrying out the import to Xero where you must be careful not to import files twice.

For this reason we recommend you have two folders for the transfers – Pending Imports and Completed Imports. Save the files from TLP into Pending Imports. Once they have been successfully imported move the files to Completed Imports.

Invoice Checking

A tick box is provided on the invoice header which is to enable the user to tick invoices that have been checked against supplier statements. If this is to be used the processing cycle is;

  1. Enter supplier invoices
  2. Reconcile supplier invoices to supplier statements. Tick as checked reconciled transactions.
  3. Export Checked invoices only

This provides an additional level of control for the user.