Entering a supplier invoice as a disbursement entry to WIP

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Enter a supplier invoice as a disbursement entry to WIP

Open the Purchase Invoice window for the Supplier

  1. In the main menu, click Bookkeeping > Purchase Invoices.

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

  3. Click the Ellipsis button Ellipsis button in the Supplier Code.
    The Find Suppliers window appears.

  4. In the Find Supplier window, in the Search for field, type in the name (or part of the name) of the supplier you want to search for.

TIP

To display all the suppliers, either leave the Search for field blank and then click Search, OR type "%" in the Search for field and then click Search
  1. Select the Hide form when only one item found check box if required.

    If you select the Hide form when only one item found check box, and there is only one record that matches your search criteria, the application directly displays the relevant page for that record instead of the search results page, where you would have to click the listed record to open it.

  2. Select the Search any part of name/code check box if required.

    If you select the Search any part of name/code check box then the search results that are returned will contain the search criteria you have entered in any part of the record name. When this check box is unchecked, only records with the search criteria at the beginning of the name will be returned. For example:

     

    • you enter 'mit' in the Search for field when searching for an employee. The Search any part of name/code check box is clear. The results will only contain employees that have 'mit' at the beginning of their first or last name, such as 'Mitchell' or 'Mitch'.
    • you enter 'mit' in the Search for field when searching for an employee. The Search any part of name/code check box is selected. The results will shown any employee whose name contains 'mit' somewhere within it, such as 'Smith', 'Mitchell' or 'Amit'.
  3. Select the Include closed suppliers check box if the supplier you want to access is a closed supplier.
  4. Click Search or press the [Enter] key.
    The results that match your search criteria are listed in the window.

  5. Select the record you want and click OK.
    The Find Supplier window closes and the selected supplier is displayed in the Supplier field of the Purchase Invoice window.

Enter the Purchase Invoice details

  1. Select the Date of the invoice.

  2. Enter a unique Invoice Number. This field is mandatory.

  3. Enter a brief Description of the goods or services you are paying for.

  4. Select the Due Date for the invoice.

  5. Enter the Amount of the invoice.

  6. Select the Approval Employee from the drop-down list.  When you post the invoice it will need to be approved by the employee you select here.

  7. Double-click the top row of the Analysis table. The fields in this row are automatically completed based on the information entered so far.
     

    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.

    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

    Enter a description of the assignment, if required.

  8. Click the Nominal Account field and select the account.

  9. With the Nominal Account field still selected, press [Enter] twice.  
    The Allocate Disbursements window appears.
    Use this window to allocate the disbursement to the appropriate client assignment.

Select the Assignment

  1. In the Allocate Disbursements window, click the Allocate button. 
    The Disbursement Allocation window opens.

  2. In the Disbursement Allocation window, click the Ellipsis button Ellipsis button in the Assignment field.
    The Find Assignment window opens.
    In the Find Assignment window, In the Search for field, type in the name (or part of the name) of the assignment you want to find.

TIP

To display all the assignments, either leave the Search for field blank and then click Search, OR type "%" in the Search for field and then click Search.
  1. Select the Hide form when only one item found check box if required.
  2. Select the Search any part of name/code check box if required.
  3. Select the Include Closed Assignments check box if the assignment you want to access is a closed assignment.
  4. Click Search or press the [Enter] key.
    The results that match your search criteria are listed in the window.
  5. Select the assignment you want and then click OK.
    The Find Assignment window closes and the name of the selected assignment appears in the Assignment field on the Disbursement Allocation window.

Enter the invoice as a Disbursement entry to WIP

  1. In the Disbursement Allocation window, select the Task from the drop-down list.

  2. Enter or edit the Comment. The name of the supplier, the invoice number and invoice description entered on the Purchase Invoice window appear in this field by default.

  3. Click the Post button  to post the invoice to the purchase ledger.

  4. The Allocated and Unallocated fields display the net amount displayed in the Analysis section of the Purchase Invoice. You can modify the Allocated amount if required, for example if you would like to allocate part of the amount to one assignment and the rest to another assignment.

  5. When you have finished allocating the amount, click the Allocate button . The Disbursement Allocation window closes and you are returned to the Allocate Disbursement window.
    The window displays the selected assignment, task, comment and allocated amount.

  6. Click the Allocate button  to allocate the amount to the selected assignment.
    If you allocated part of the invoice amount, the Disbursement Allocation window appears again to allow you to disburse the remaining amount.
    Repeat steps 14 to 19 to allocate the remaining amount and then click the Allocate button  on the Allocate Disbursement window.
    When the whole amount is allocated, click the OK button .
    You are returned to the Purchase Invoice window where the disbursements are displayed in separate rows in the Analysis table.

  7. Click the Submit button Submit button to submit the draft invoice for authorisation.
    The status changes to Submitted.

  8. Click the Close button to close the invoice window.
    This disbursement is recorded to the disbursement sheet which is waiting for approval. Once the disbursement sheet is approved and posted, this expense will be applied to the selected assignment’s WIP total.

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