Next Generation - Enter a purchase ledger invoice

To make your transactions easy and consistent, all our transaction entry windows throughout the purchase ledger have the same structure.

In this article, we aim to explain how you can create or enter a purchase ledger invoice and we include two tables which take you through both the header and detail tabs and an explanation on each field. These two tabs make up your full transaction.

There are two different ways you can navigate in Financials to enter or create a purchase ledger invoice and we have listed out those options below:

Access invoice directly from a supplier record to create or enter a purchase ledger invoice

To access an invoice directly from a supplier record, to create or enter a purchase ledger invoice, follow the steps below:

Click Creditors then click Suppliers.
Note: All suppliers are displayed. You can narrow down your search by using the advanced filters. You can also search on the columns directly by pointing the mouse to the name of the column and click on the icon and choose from the available filter list, then click OK.
Select the checkbox next to a supplier you wish to work with.
Note: The Action Panel automatically opens from the right-hand-side of the screen.
On the action panel, click Add Invoice and the Purchase Ledger Invoice screen opens with the supplier field pre-populated with your selected supplier record.

Access invoice from the navigator to create or enter a purchase ledger invoice

To access an invoice directly from the navigator, follow the steps below:

Click Creditors then click Transactions.
Select Invoice.

Below is an explanation of how to enter your details on the header and detail tabs when you are entering or creating a purchase ledger invoice:

Tabs	Description
Header	You can enter the supplier account code. If you're unsure of the code, you can click the drop-down arrow and select Show More which displays several more records and offers you to search the code and name of the supplier. Selecting a supplier who exceeds their credit limit also results in a prompt appearing. You can type in a supplier who's been set to be On Stop as you do, a prompt appears to confirm this action. If your supplier is set up as an any currency supplier, after leaving the Supplier field, enables the currency field and populates with the default currency the supplier has been set up with. You can change the currency either by: Typing in the code. Clicking the drop down arrow and select from the record list. Clicking Show More. For more information on setting up an any currency supplier or a currency supplier, follow our articles on setting up an any currency supplier and setting up a currency supplier. When you select a currency that's different to the currency of the database, the Exchange Rate field presents with either the default rate that is assigned to the supplier or the most relevant rate from the system which you can update manually. Note: Adding a manual rate only saves against the invoice and not the supplier or the exchange rates. The Date of Transaction always defaults to the system date, you can either enter it manually or you can select it from the date picker via the calendar icon. The Year and Period fields default to the closest year and period to the current date depending on the system settings. If you have permission to post to restricted periods or have future period posting permission, you're able to post to future periods and past years and periods depending on the start date in your system settings. The Due Date populates with the system date and updates either according to the supplier terms or default to the same date as you select for the transaction date. The Invoice Number field is compulsory and can have up to 25 alphanumeric characters. When the Automatic Invoice Number setting is on in system options, this field is no longer available and a consecutive number allocates to the invoice after you save the transaction. When you use Sub Ledgers on the invoice, the Invoice No. is no longer compulsory and you will also see an Internal Ref. field displayed. If you leave the Internal Ref. field blank, on saving, the invoice picks up the consecutive Invoice No. that is set up on the sub ledger itself as the internal reference. When you manually enter a number in the Internal Ref. field, where an Invoice No. is set up for the sub ledger, then upon saving the invoice, this number will be assigned to the transaction and the Invoice No. on the sub ledger will be ignored. When the System Option Sub Ledger: Do not allow Ref. to be changed is selected, the Invoice Number field is still enabled, but the Internal Ref. field is disabled. When you save on the transaction, the next invoice number for the selected Sub Ledger will be automatically assigned to your transaction as the Internal Ref. number. The Description field, you can enter a brief description and this prints on the supplier's statement. The Sub Ledger field, you can manually type in the code or name if you know it, click on the drop-down arrow and select from the list, or find the record by selecting Show More. If you use an any currency supplier, you're able to select the Home/Currency Gross option. The option defaults to Home Net. You can also select the Currency Net option which is only available for currency transactions.
Dates	The Anticipated Payment Date is set to the date that is specified on the Terms tab of a supplier record, and if the Anticipated Date is set to zero, then the date defaults to the system date and you can enter it manually or select it from the date picker via the calendar icon. The Date Received defaults to the current system date and you can enter it manually or select it from the date picker via the calendar icon. If you use multiple due dates, you can select Multiple Due Dates. The Multiple Due Dates window opens once you click Save.
Supplier	You can view the Aged Credit , Account Balance, and Contact details of your selected supplier. Clicking the email hyperlink in the Contact Details section, opens your email application with the email populated.
Terms	The Terms tab displays the term details which are relevant to the invoice. The Settlement Discount field pull through any values set on the terms of the selected supplier record but you can change this manually. Changes won't update the terms held against the supplier, they just apply to the current invoice. You can also flag invoices to be on Dispute by selecting the Disputed option. When selecting the Disputed option, the Query Reason screen opens where you can select the relevant query code and enter any notes. The query reason field isn't mandatory.
EU	For EU State suppliers, the button opens the EC Info window to enter details about the goods and their method of delivery including the SSD codes. The VAT Registration number pulls from the supplier.
Custom	All Custom fields which are set up for your database grouped together. These can hold extra information about the transaction you're working with.

Tabs

Description

Details section

You can enter individual lines of your invoice here, each invoice can have multiple detail lines. The Analysis field populates with the default purchase analysis code. This determines how this line is to be analysed in both your purchase and nominal ledgers.
- If your supplier has a default purchase analysis code, this analysis code displays on the invoice. If you don't have a default set, the system default pulls through. You can change the code by:
  - Entering a different code.
  - Selecting one from the drop-down list.
  - Selecting Show More.
You can enter the Net Value in the GBP net field.

Note: If your database currency isn't GBP then the relevant currency code displays.

If your supplier has a default VAT code, this VAT code displays on their invoice. If you don't have a default set against the supplier, then the system default pulls through. You can change the VAT code by entering a different code, selecting one from the drop-down list, or from the Show More option.
Once you populate the Net and VAT fields, the GBP Gross automatically calculates.
You can add more information for the invoice in the Detail field. Click the Detail field and it displays a four way arrow which you can use to open the Detail screen larger to enter multiple lines.

If you use the Costing module in Access Financials, you can add the project and cost centre. If you have Compulsory Costing set up, you need to enter both the project and cost centre otherwise a validation message appears when saving the invoice.
Clicking the drop-down in the Project Code/Name field, you can select the record you wish to work with or you can access more records by selecting Show More.
Clicking + New Project, you can create a new project which automatically populates in the Project field.
Clicking + New Cost Centre, you can create a new cost centre. The project automatically populates with the previously created project. You can add the code and name then click Save. The Cost Centre Code/Name field pre populated with the newly created record.
If Transaction User Keys are set up on your database and are in the columns on the Details section, you can see these columns as default after the Project and Cost Centre columns. You can find more information on the Transactions user keys at the end of this article.
- Note: The labels for the transaction user keys are customisable so you might see different labels display.
- You can select a value from the drop-down or enter values into all of the Transaction User Key columns. Any manual values you enter only save for this transaction.
When Purchase Ledger Accruals is set up, three columns will be displayed called:
- Accrual Period - This field is pre populated with a number of periods that is set up on the Analysis record you are using and you can change this.
- Changing the number of Accrual Periods on a transactions is only valid for the transaction.
- Accrual Nominal - This may be pre populated with a nominal account if one is set up, and you can change this or add one in.
- Defer Accrual - You can select this if you wish to defer the invoice.
You can add in extra detail lines by clicking + New Record or by tabbing through an existing detail line. You can organise your columns the way that best suits your needs by clicking the cog icon then selecting Configure Columns.
- On the Configure Columns screen, you can deselect any columns which are available and you can add any extra fields by selecting the checkboxes. All compulsory columns you can't remove from the view and these will be marked with a grey checkbox with a tick in them.
- For more information on configuring columns, follow our article on configure column customisation.
When you come to saving the invoice, click Save. This won't post your invoice however a Save Options screen appears where you can set the following:
- Batch Transaction.
- Enter Payment Now.
- Allocate Transaction Now.
- Remember Supplier.

Once you click Save, these are set for when you add another invoice.

Transaction User Keys

If you're using transaction user keys, these display on the detail line of a invoice.

For more information on setting up transaction user keys, follow our article on transaction user keys.

For information on attaching a transaction user key to a transaction, follow our article on attaching transaction user keys.

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