Modifying invoice details

Last modified 08:04, 24 Apr 2017

Overview

Once an invoice has been authorised, only users with authorisation permission can modify it.

Modify invoice details

  1. On the main menu, click Bookkeeping > Cash Posting > Purchase Ledger Payments.

  2. In the Payments window, select the Company from the drop-down list.

  3. Select the Ledger option on the right side of the window.

  4. Enter the Supplier Code or the Supplier Name. Entering one of these automatically displays the other.
    The various outstanding invoices for the supplier are displayed.

  5. Double-click the invoice you want to edit.
    The Purchase Invoice window for the selected invoice appears.

  6. If the invoice status says that it has already been authorised, click the Unauthorise button Unauthorise button.
    A message is displayed confirming that the invoice has been successfully unauthorised and the status changes to Unseen.

Note

Clicking the Unsubmit button will display a message warning you that this will delete the invoice from the system. Clicking No on the message retains the invoice for editing. Clicking Yes delete the invoice from the system.

Col

Description

Net

Displays the net amount that the creditor will receive after tax has been deducted from the amount entered in the Amount field.

If you make any changes to the Gross amount or change the Tax Rate, the amount in this cell will update automatically.

Tax Rates

The tax rate set up earlier on the Supplier page or the Create New Supplier Wizard is displayed by default. Use the drop down list to update the tax rate if required.  If you do change the tax rate, the amount displayed in the Net and Tax fields will update automatically to reflect the new tax rate.

Tax

Displays the amount of tax that will be deducted from the gross amount. Changes made to the Tax Rate are automatically reflected in this cell.

Gross

Displays the amount entered in the Amount field.  This field can be modified to reflect the break-up of a bill, or different bills in case you are paying for more than one bill through this invoice.

In edit mode, you cannot increase the Gross amount.

Nominal

Displays the default nominal account for the supplier that was earlier set up on the Supplier page or the Create New Supplier Wizard. You can click in the field and then select a nominal account from the drop down list if such accounts have been set up in the system.

Comment

Enter notes in this field if required. Click the Ellipsis button Ellipsis button in the field to open the Comment box into which you can enter text.

Assignment Description

In case of a disbursement against WIP, the description of the selected assignment is displayed here.

  1. Modify the details as required.

  2. When you are finished, click the Authorise button Authorise button. A message confirm that the invoice was successfully authorised and the status changes to Authorised.

  3. Click the Close button Close button to close the invoice.  You are returned to the Payments window.

  4. Click the Close button Close button on the Payments window to close it.

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