Summary
A routine to post or import Invoice Transactions
Details
Invoices posted often relate to Purchase Orders that have been created. The system has a number of methods to retrieve that data and check it against the incoming invoices
Order No - Type in or search for an Order Number using the Drop down arrow to the right
To retrieve order details and populate the invoice fields
This button is used to view the Purchase Order document if they have been saved using the Load Document Module
Supplier - The Supplier Code, can be typed or searched for using the arrow to the right
Is used to create a new supplier
% Complete - How much this invoice is worth of the Total budget amount of the Cost Centre
Date - The Date issued on the Invoice
Pay Strategy - Pay Strategies for the Invoice, refer to Pay Strategy
Edit pay strategy
Due Date - The Due Date
Job - Job Number for the Invoice being allocated against, can search using the arrow to the right
VO - Can apply against a Variation No. can type in the VO number or search using the arrow to the right
Cost Centre (CC) - CC for the Invoice, can type in the CC code or search using the arrow to the right
GL - The general ledger account where the transaction is being processed against, can type in the GL accounts or search using the arrow to the right
Reference - Often used as the Invoice Number, this is a point of reference and has limited characters
Is used to lock or unlock the reference field to either change or hold the current value after updating the transaction
Amounts - How much the Invoice is for
Comments - Additional comments can be added to the Invoice
Is used to lock or unlock the reference field to either change or hold the current value after updating the transaction
Add additional notes to this Invoice, after the invoice has been updated you will only be able to see the notes from the Audit trail and some Reports
Authorised to pay - Will prompt the Authorised tick option automatically within the payments area for that Invoice
Invoice Batch - The invoice batch is only applicable if Batch posting is turned on and will show the sum of the batch prior to updating as transactions
There are different ways of processing invoices - the view menu will determine what you see and how the invoices are to be updated
Batch invoicing enables the user to update multiple Invoices at one time, can also be used when posting statements or splitting invoices over several jobs or Cost Centres
Five command buttons control this process:
Previews Batch Posting Report
Updates selected transactions and clears successfully updated invoices from the batch
Clears the entire posting batch - can not be retrieved after it has been cleared
Deletes selected batch lines
Selects or de-selects all batch rows
Extra Function includes a date changer 
This is used to change dates either by days, weeks or months for the selected batch lines
2.Order Details
Gives the user the ability to keep track of what items have been delivered to site and invoice those items individually
There are four command buttons for this process:
Add a new item to the order line
Search catalogue to add items
Deletes selected
Updates selected transactions and clears successfully updated Invoices
| 3."View Actual Invoice Date" has been checked in the View Menu, a third date will appear, allowing a posting and actual invoice date. The sole purpose of this date is to | appear on remittances sent back to your suppliers. It may happen that you receive a late or post dated invoice that you want to consider as belonging to a later period. |
Retention strategy for the current supplier is displayed and can be edited using the EDIT button .
If retention are applied, and amount and retention due date fields are filled out. The same applies for twin retentions which can be toggled in the Setup area.
If more than one Retention is setup you can toggle which Retention is applied from a drop down menu in this screen.
| 5. | Chart Panel |
A bar chart showing Budget, Invoiced to date and Orders are displayed. As per the Details screenshot
Clicking the buttons below the chart load sub-screens.
6. General Ledger
Hide or show the General Ledger option within the Invoicing screen
Control M will let you enter a purchase order number and the system will retrieve details of that order. If the details match the invoice being posted, simply click update.
Toolbar
File Menu
Save Batch Menu Saves Invoice batch to a file
ASCII
XML
Load Batch Menu Imports invoice batch from a file
ASCII
Bunnings Single Invoices, All Invoices, Download Invoices, Process F.A's
Wage Easy
XML
Load Order Batch
Refresh
Edit Menu
Search for Creditor by SORT
Find Order Inputting an order number retrieves order details and populates invoice fields.
View Menu
Batch Posting Toggles the Batch Posting tab
Order Details Toggles Order Details tab
| Actual Invoice Date | Toggles an additional date field. The invoice may have been pre-dated to the end of the month, but you accept it as next month's invoice. |
Retentions Toggles the Retention panel
Chart Toggles the Chart panel
General Ledger Toggles the General Ledger drop down menu
Command Buttons
Load the View Ordersscreen
Closes the routine