This program allows you to enter invoices received from your suppliers,
posting them onto the Purchase Ledger. It enables you to match the invoice
to your purchase order, to ensure you are charged correctly for the goods you
have ordered. This removes the purchase order from the Uninvoiced
Purchase Orders Report which shows purchase orders awaiting invoice.
1. Select Gx Purchase in the toolbar.
2. Choose Transaction Entry from the drop-down menu.
5. Account Code - enter the supplier that the first invoice in your batch is
from.
6. Make sure Invoice is selected in the Type column. For services received from a supplier select the Invoice Svc type.
7. Confirm the Posting Date for this invoice.
8. Transaction Date - enter the date on the invoice.
9. Order No - type your purchase order number.
10. Invoice No - enter the invoice number.
11. Goods - enter the nett goods total before VAT.
12. V.A.T. - the system automatically calculates the VAT on this goods total
but you can click the ellipses icon to amend the goods and VAT
amounts for each vat rate. Click here to view
the VAT breakdown popup
window.
13. Check that the Gross total is equal to your invoice total.
14. Nominal Analysis - the default nominal code for this supplier is taken
from the Options tab in Supplier Details. You should set
this to the Cost
of Sales or Overheads nominal code used to represent the goods you
normally buy from this supplier. If you are not matching the invoice to a
purchase order, click the ellipses icon if you need to amend the
nominal analysis of the goods on this invoice. If you match the invoice,
the nominal analysis will be automatically updated based on the nominal
codes attached to the products on the purchase order, so you can skip
this column since you do not need to amend this manually . Click here
to
view the Nominal Analysis popup window.
15. Qry - tick the check-box in this column to query this invoice. You can
also query purchase invoices once they are loaded to the purchase
ledger using the Gx Purchase\Supplier Details program.
16. If you do not need to match the purchase invoice to a purchase order,
e.g. for a utility bill, jump to step 24 in the instructions
. To reconcile this
purchase invoice to your purchase order, click the ellipsis icon in the Match column. The products on the purchase order will be displayed in
the bottom half of the screen. The quantities actually booked in
and
waiting to be invoiced are shown. Note: you can only match goods that
have been booked in to prevent being invoiced for goods you have not
received. To aid you in matching the Invoice to the Purchase Order you may click on any column heading to sort the purchase order lines by that column.
17. Tick the check box for each line that appears on the invoice. You can
click the Add All button to save time.
18. Amend the Invoice Qty and Invoice Price if necessary to match the
invoice. You may wish to report overcharges to the supplier and request
a credit note. The details of the invoiced lines are then shown in the top
half of the screen.
19. If the invoice covers more than one purchase order, type the next
purchase order number in the Purchase Order No field at the top. In
the bottom window, select the lines from this order which appear on this
invoice. They will also appear in the top part of the screen allowing you to
view all the matched purchase order lines to this invoice. Repeat for
each purchase order covered by this invoice.
20. Having matched all the product lines on the invoice, you will need to use
the Additional Charges tab to enter items on the invoice that are not on
your purchase order, for example carriage charges.
21. Click the Charge Code drop-down menu and select the charge to add to
this invoice. See: Create Purchase Order Charge Codes
for instructions
on setting up these charge codes.
22. Confirm the Value of this charge on the invoice. The VAT and Line
Value are automatically calculated.
23. The invoice Gross Amount on the top right of the screen should equal
the calculated Gross Amount shown at the bottom of the screen. If they
do not match, double check the quantities and prices you have matched
and a
mend any incorrect figures. Save this invoice.
24. Enter the next invoice in your batch in the same way.
25. When you have entered all the invoices, click the Save button. You will
be warned if the cumulative total does not match your control total.
You
should double check the figures entered to make sure you have not
made a mistake when entering the invoices before continuing. When
you proceed with the update, the invoices are posted to the purchase
ledger. You can use Supplier Transaction Enquiry to view
the invoices
on a supplier account.
Click here to view the Purchase Invoice Entry screen.
Click here to view the Purchase Invoice Reconciliation screen.
to amend the goods and VAT
amounts for each vat rate. Click here to view
the VAT breakdown popup
window. 
if you need to amend the
nominal analysis of the goods on this invoice. If you match the invoice,
the nominal analysis will be automatically updated based on the nominal
codes attached to the products on the purchase order, so you can skip
this column since you do not need to amend this manually . Click here
to
view the Nominal Analysis popup window. 
in the Match column. The products on the purchase order will be displayed in
the bottom half of the screen. The quantities actually booked in
and
waiting to be invoiced are shown. Note: you can only match goods that
have been booked in to prevent being invoiced for goods you have not
received. To aid you in matching the Invoice to the Purchase Order you may click on any column heading to sort the purchase order lines by that column.