---

Purchase Invoices

This screen allows you to receive Supplier Invoices and - optionally - match them against Purchase Order receipts.  The process for Purchase Invoice Receipts comprises the following Steps

 

Note: Until a Batch is ‘Posted’ the account activity details will not be recorded against the included Lines

 

List Tab

 

This shows Purchase Invoice Batches.  By default it displays only batches that are in progress.  You can click on the ‘Include Updated Status’ checkbox at the bottom of the screen to also include batches that have been ‘posted’.

 

Display fields

 

The displayed fields are taken from Purchase Invoice information entered into the ‘Detail’ tab.  The selection of which fields to display is at the user’s discretion.  To select the fields to display simply ‘right mouse’ in the main panel and select ‘Customise List Fields’.  On the displayed panel you can:

 

Data Display Options

 

Field Position - On the List screen you can move the field position by dragging the column heading left or right to the position where you want it to appear.

 

Filtering and Sorting - If you ‘check’ the checkbox then the displayed data is available for filtering and sorting:

 

Include Updated Status - By default the display will only show Batches that have not been updated.   If you wish to see all batches including those that have been updated then ‘check’ this checkbox.

 

Searching - If you enter some text into the ‘Search’ field and click on the ‘binoculars’ Icon then all records will be interrogated and those records that contain the entered text will be displayed.  To revert back to displaying all records click on the ‘Eraser’ Icon

 

Buttons

 

Close: This will close the Purchase Invoice screen.  If you have any unsaved data then you will be asked if you wish to save it before the screen is closed.

 

Add: This will bring up the ‘Detail’ tab for entry of a new Invoice Batch.

 

Save: Not applicable to the List panel

 

Cancel: Not applicable to the List panel

 

Delete: This allows you to delete the selected Batch.  If the current status is ‘Updated’ a panel will appear asking you to confirm the deletion of the Updated Purchase Invoice’.  Upon acceptance Ostendo will create financial transactions to cover the reversal in addition to resetting the status of any Receipts that were matched to this Invoice

 

Related: This will bring up a list of functions that are related to Purchase Invoices.  You may open and maintain information in those screens whilst still remaining in the Purchase Invoice screen.

 

Reports: This will bring up a list of Reports that are related to Purchase Invoices.  You can immediately run the report whilst still remaining in the Purchase Invoice screen.

 

Detail Tab

 

This tab enables you to create and maintain a Purchase Invoice Batch Header.   After creation of a Batch Header it must be saved (click on the ‘Save’ Button) before the Invoice amount can be matched to Receipts or receipt lines added

 

Entry and Display fields

 

Invoice Batch No:  This is a unique number automatically allocated by the program.  It cannot be amended.

 

Status: This is the status of the Invoice Batch and is maintained by the program.  The displayed variants are:

In Progress - The Invoice Batch is still being worked on

Updated - The Invoice Batch has been ‘Posted’ and accounting details created for the included lines

 

Invoice Date: This is the date of the Invoice Batch and is prefilled with the system date.  It can be amended at any time up to Posting the Batch by keying a new date or by clicking on the drop-down menu and selecting the date.  This will become the Invoice posting date when creating the Accounting Journal.  It is validated against the date currently held in File>Financial Configuration>Cut-Off Dates

 

Reference: Enter a brief description of the Invoice Batch.  No validation checks will be carried out on this field.

 

Invoice Style: This is prefilled with ‘Invoice Matched to Receipts’.  If the Invoice matching is not required then select ‘Invoice Only’ from the drop-down list

 

Supplier Invoice Number: Enter the Invoice Number shown on the Supplier’s Invoice.

 

Supplier: From the drop-down list select the Supplier of this Invoice.

 

Supplier Invoice Date: This is the date of the Invoice and is for reference only against this Invoice entry.  Select the date by keying a date or clicking on the drop-down menu and selecting the date.

 

Credit Terms: This is prefilled with the Credit Terms held against the Supplier record.   You can amend these Terms by selecting other Terms from the drop-down list.  Credit Terms are maintained under File>Financial Configuration>Credit Terms.

 

Currency Code: This is only visible if the Supplier uses a Foreign Currency.  When displayed it shows the Currency Code taken from the Supplier record.  It is for information only and cannot be changed

 

Exchange Rate: This is only visible if the Supplier uses a Foreign Currency.  When displayed it is prefilled with the Exchange Rate held against the Currency Code.  It can be amended here, if required, and made specific to this Purchase Invoice.

 

 

Additional Charges

 

Freight - Nett: Enter the amount of Freight (Nett of Tax) charged in this Invoice. 

 

Freight - Tax Code: This is prefilled with the system default Tax code (as defined in File>Financial Configuration>Tax Codes) and can be amended by selecting another Tax Code from the drop-down list.

 

Freight - Tax: In the first instance this is calculated from the above Nett Amount and the Tax Rate held against the selected Tax Code.  This amount can be manually overwritten to reflect the actual amount on the Invoice, if different.

 

Freight - Total: Display only fields showing the sum of the Freight - Nett Amount and the Freight - Tax Amount.

 

Other - Nett: Enter the amount of any other additional charges (Nett of Tax) included in this Invoice. 

 

Other - Tax Code: This is prefilled with the system default Tax code (as defined in File>Financial Configuration>Tax Codes) and can be amended by selecting another Tax Code from the drop-down list.

 

Other - Tax: In the first instance this is calculated from the above Nett Amount and the Tax Rate held against the selected Tax Code.  This amount can be manually overwritten to reflect the actual amount on the Invoice, if different.

 

Other - Total: Display only fields showing the sum of the Other - Nett Amount and the Other - Tax Amount.

 

 

Supplier Invoice Values

 

Supplier Invoice - Nett Amount: Enter the amount of the Supplier’s Invoice excluding Tax. 

 

Supplier Invoice - Tax Amount: Enter the amount of Tax included in the Supplier’s Invoice. 

 

Supplier Invoice - Total Amount: System evaluated total taken from the sum of the Supplier’s Nett Amount and the Supplier’s Tax Amount.

 

Batch Totals - Nett Amount: System evaluated amount taken from the line amounts contained in this Batch

 

Batch Totals - Nett Additional Charges: System evaluated amount taken from the sum of the Freight and Other amounts entered into this screen

 

Batch Totals - Tax Amount: System evaluated amount taken from the total Tax entered against the Batch Lines and the Additional Charges Lines

 

Batch Totals - Total Amount: System evaluated total taken from the sum of the previous three fields

 

Difference: System evaluated calculation showing the difference between the Supplier’s Total Invoice amount and the Batch Totals amount:

 

Default Allocation Type: This is only visible if the Invoice Style is 'Invoice Only'.    Select the type from the drop-down list.  The Options are:

Default: Uses the default allocation as held against the Item or Descriptor entered at line level

Job Order: Any Line added to this Invoice will use the Job Order Number selected in the next field as its Allocation Reference

Assembly Order: Any Line added to this Invoice will use the Assembly Order Number selected in the next field as its Allocation Reference

Cost Centre: Any Line added to this Invoice will use the Cost Centre selected in the next field as its Allocation Reference

 

Allocation Reference: This is only visible if the Invoice Style is 'Invoice Only' and the content depends on the selection made in the previous field.    Select the Job Order, Assembly Order, or Cost Centre type from the drop-down list.

 

Approval Status: This is only visible if you are authorised to carry out approvals (User Setup option).  When visible you have the option to take the Invoice Batch through the following steps:

Until a batch is ‘Approved’ it cannot be ‘posted’

 

Date Approval: This is only visible if you are authorised to carry out approvals (User Setup option).  When visible it shows the system date when this batch was ‘Approved’

 

Post Purchase Invoice: This button will only become active if the Difference Field (above) is zero and the Approval Status is ‘Approved’.  (Note: If ‘Approvals’ are not being used then the Approval Status is automatically set to ‘Approved’). If this button is selected then all the entries contained in the ‘Lines’ panel will be actioned and the referenced Lines updated.  The status of this Batch will then be amended to ‘Updated’

 

 

Notes Tab

 

Notes: Extended Notes for your own information can be attached to this Purchase Invoice.   Whenever you click on this field an icon will appear in the top-right.   By clicking on this Icon you can bring up the Frequently Used Text table.   Select the text to be copied and either press the OK Button in that screen or double-click the selected record.

 

Overrides Tab

 

Override Locations: If this is 'checked' then you may override the Warehouse/Location that will apply to this Invoice

 

Warehouse: This is prefilled with the default Receipt Warehouse for this Invoice.  You can amend this by clicking on the drop-down list to select the Warehouse into which the Items are to be received. 

 

Location: This is prefilled with the default Receipt Location - within the above Warehouse for this Invoice.  You can amend this by clicking on the drop-down list to select the specific Location into which the Items are to be received. 

 

Additional Fields Tab

 

If you have defined Additional Fields against the Invoice (created via System Configuration>Additional Fields) then an addition tab will be presented which, when selected, will display the available fields.  Enter information in line with the available field formats:

 

 

Financial Tab

 

       Financial Category: If required, select the Financial Category applicable. If left blank, it will use the Financial Category (if any) linked to the associated Cost Centre.(Used with external General Ledger system).

 

 

Buttons

 

Close: This will close the Purchase Invoice screen.  If you have any unsaved data then you will be asked if you wish to save it before the screen is closed.

 

Add: This will bring up a blank ‘Detail’ screen for entry of a new Invoice Batch.

 

Save: This will save the current data without exiting the screen

 

Cancel: Any changes made to the current Invoice Batch Header record or the last time the ‘Save’ Button was pressed will be lost.

 

Delete: Not applicable to the Detail panel

 

Related: This will bring up a list of functions that are related to the Purchase Invoice.  You may open and maintain information in those screens whilst still remaining in the Purchase Invoice screen.

 

Reports: This will bring up a list of Reports that are related to the Purchase Invoice.  You can immediately run the report whilst still remaining in the Purchase Invoice screen.

 

 

 

Lines Tab

 

This tab enables you to maintain Invoice lines.  The format of this screen differs dependent upon the ‘Invoice Style’ (‘Matched to Receipt’ or ‘Invoice Only’)

 

Invoice Style - Matched to Receipts

 

Supplier: Display only field showing the Supplier of the Invoice.

 

(Button) Select Receipt Batch for matching: If this button is selected then a separate panel will be presented for selecting specific Receipt Batches from this Supplier that have not yet been ‘matched’ to an Invoice.  The fields shown are:

Select: Select the receipt lines(s) that are being matched.  You can select and/or unselect all lines by clicking the button at the bottom of this panel.

Receipt Number: Display only field showing the Reference Number allocated to the Receipt during the receiving process.

Receipt Date: Display only field showing the date when the line was received.

Packing Slip Reference: Display only field showing the Supplier’s Packing Sheet Number applicable to this receipt reference.

Order Number: Display only field showing the originating Purchase Order Number.

Reference: Display only field showing a brief description of the receipt as entered during the receipt process.

(Button) Select All Receipts: If this is selected then all the displayed receipt lines will have their ‘Select’ checkbox selected

(Button) De-Select All Receipts: If this is selected then all the displayed receipt lines will have their ‘Select’ checkbox un-selected

(Button) OK: If this is selected then all the selected Receipt Batches will have their Receipt Lines copied to the Invoice Lines and this panel will be closed

 

Invoice Nett Amount: Display only field showing the Nett amount of the Invoice as entered into the ‘details’ screen.

 

Batch Nett Amount: Display only field showing the Nett amount of the Batch calculated from the sum of the details entered below

 

Entry and Display fields

 

Upper panel

 

The displayed fields in this upper panel are taken from the selected Receipt Lines.  If you ‘right mouse’ in the main panel and select ‘Customize Detail Order’ you can define the sort sequence of the displayed records by dragging the field from ‘Available Fields’ to ‘Sort By’.

 

You can also move the field position by dragging the column heading left or right to the position where you want it to appear.

 

Match: ‘Check’ this checkbox if you are fully matching this line with the displayed Quantity and Price.  If you wish to amend the Invoice Quantity or Invoice Price then highlight the line and amend this information in the Lower Panel.  This ‘matching’ status will also update the Lower panel ‘Match’ field when you exit this record.

 

Line Number: Display only field showing the Line Number in the Purchase Receipt.

 

Line Type: Display only field showing the Type of line being matched.  Displayed options are Item Code, Descriptor Code, or Catalogue Code.

 

Code: Display only field showing the Code being matched

 

Unit: Display only field showing the Unit of Measure of the line

 

Invoice Qty: Display only field showing the Invoice quantity.  This is prefilled with the outstanding Receipt quantity against this receipt.  If you wish to amend the Invoice Quantity then highlight the line and amend this in the Lower Panel

 

Invoice Unit Price: Display only field showing the Invoice Price.  This is prefilled with the Price held against this receipt.  If you wish to amend the Invoice Price then highlight the line and amend this in the Lower Panel

 

Receipt Qty: Display only field showing the outstanding quantity against this Receipt.

 

Receipt Unit Price: Display only field showing the Unit Price held against this Receipt.

 

Description: Display only field showing a description of the Code.

 

Ext Line Price: Display only field showing the extended line Price.

 

Ext Line Tax: Display only field showing the extended line Tax.

 

Ext Line Total: Display only field showing the extended line Total.

 

Line Allocations: Display only field showing the Allocations summary.

 

Additional Fields: These are dynamically added if available.

 

Lower panel

 

This lower panel allows you to make certain changes to the receipt as follows:

 

Match: ‘Check’ this checkbox if you are matching this line with the displayed/amended Quantity and Price.  This ‘matching’ status will also update the upper panel ‘Match’ field when you exit this record.

 

Receipt Number: Display only field showing the Reference Number allocated to the Receipt during the receiving process.

 

Receipt Date: Display only field showing the date when the line was received.

 

Purchase Order Number: Display only field showing the originating Purchase Order Number.

 

Close for future matching: If you have amended the Invoice Quantity to less than the Receipt Quantity this checkbox field will be activated.  By ‘checking’ this checkbox you will be informing the program that you will not be making any further matching against the receipt.

 

Line Number: Display only field showing the Line Number in the Purchase Receipt.

 

Line Type: Display only field showing the Type of line being matched.  Displayed options are Item Code, Descriptor Code, or Catalogue Code.

 

Code: Display only field showing the Code being matched

 

Unit: Display only field showing the Unit of Measure of the line

 

Receipt Qty: Display only field showing the quantity that was received against this receipt reference

 

Receipt Unit Price: Display only field showing the price that is held against the receipt reference

 

Description: Display only field showing a description of the Code.

 

Tax Code: This shows the Tax Code currently held against the Purchase Order Line.  If the Invoice Tax Code is different then select the code from the drop-down list.

 

Invoice Qty: This is prefilled with the outstanding Quantity against this receipt.  If the Invoice Quantity is different then you can change it here

 

Invoice Unit Price: This is prefilled with the Receipt Price.  If the Invoice Price is different then you can change it here by clicking on the icon within this field and entering the new Unit Price or alternatively, enter the Extended Price and Ostendo will evaluate the Unit Price for you.

 

 

Invoice Style - Invoice Only

 

Supplier: Display only field showing the Supplier of the Invoice.

 

Invoice Nett Amount: Display only field showing the Nett amount of the Invoice as entered into the ‘details’ screen.

 

Batch Nett Amount: Display only field showing the Nett amount of the Batch calculated from the sum of the details entered below

 

Entry and Display fields

 

Batch Entry Bar

 

Purchase Order Lines can be created - in batch - from the following sources:

 

Each Method is described here

 

Lists: Lists are pre-defined Lists of Item Codes, Descriptor Codes, Catalogue Codes, and Labour Codes from which selections are made.  Maintenance of Lists is covered in it’s own section within this guide.   To use ‘Lists’ click on the ‘Lists’ icon on the Batch toolbar.  On the displayed panel use the drop-down list to select the specific List.   This will display the contents of the List. Now ‘check’ the checkbox against each line that you want to be copied to the Purchase Invoice.  You have the option to click on the ‘Select All Contents’ Button at the bottom of this panel to select all the records.  You may also click on the ‘De-select All Contents’ Button at the bottom of this panel to ‘un-select’ all the records.   For each selected record you can amend the ‘Per Qty’ to denote the quantity you require per ‘List’.  You can enter a multiplying quantity in ‘Multiplied Contents By’ field, which will extend the above ‘Per Qty’ by this factor.

If you now click on the ‘Create Lines from Selected Contents’ Button then all the selected Lines will be copied to the Purchase Invoice.  

 

Items: To select single or multiple Items click on the ‘Items’ icon on the upper toolbar.  This will display all Items that are currently ‘Active’.   Simply highlight the Item in the top panel then click the ‘Add to Selected Items’ Button to copy it to the lower part of the screen.  Repeat this for all required Items.  In the Lower panel amend the required quantity per line as required, or remove the line by clicking on the ‘Remove from Selected Items’ Button.

If you click on the ‘Create Lines from the Selected Contents’ Button then all the selected Lines will be copied to the Purchase Invoice.  

 

Descriptors: To select single or multiple Descriptors click on the ‘Descriptors’ icon on the upper toolbar.  This will display all Descriptors that are currently ‘Active’.   Simply highlight the Descriptor in the top panel then click the ‘Add to Selected Descriptors’ Button to copy it to the lower part of the screen.  Repeat this for all required Descriptors.  In the Lower panel amend the required quantity per line as required, or remove the line by clicking on the ‘Remove from Selected Descriptors’ Button.

If you click on the ‘Create Lines from the Selected Contents’ Button then all the selected Lines will be copied to the Purchase Invoice.  

 

Catalogue Items: To select single or multiple Codes from a Supplier’s Catalogue click on the ‘Catalogue Items’ icon on the upper toolbar.  This will display all Codes that are included in the Catalogue against whom this order is being placed.   Simply highlight the Code in the top panel then click the ‘Add to Selected Items’ Button to copy it to the lower part of the screen.  Repeat this for all required Codes.  In the Lower panel amend the required quantity per line as required, or remove the line by clicking on the ‘Remove from Selected Items’ Button.

If you click on the ‘Create Lines from the Selected Contents’ Button then all the selected Lines will be copied to the Purchase Invoice. 

 

Upper panel

 

The displayed fields in this upper panel are taken from the details entered into the Lower Panel.  If you ‘right mouse’ in the main panel and select ‘Customize Detail Order’ you can define the sort sequence of the displayed records by dragging the field from ‘Available Fields’ to ‘Sort By’.

 

You can also move the field position by dragging the column heading left or right to the position where you want it to appear.

 

Line Number: Display only field showing the Line Number entered in the Lower Panel.

 

Line Type: Display only field showing the Line Type selected in the Lower Panel.  Displayed options are Item Code, Descriptor Code, or Catalogue Code.

 

Code: Display only field showing the Code as entered into the Lower Panel

 

Unit: Display only field showing the Unit of Measure of the Code

 

Invoice Qty: Display only field showing the Invoice quantity as entered into the Lower Panel.

 

Invoice Unit Price: Display only field showing the Invoice Price as entered into the Lower Panel.

 

Description: Display only field showing a description of the Code.

 

 

Lower panel

 

This lower panel allows you to enter Invoice Line details as follows:

 

Invoice Lines Tab

 

Line No: Enter the Line Number of this entry.  It is prefilled with the last line number plus 10.  You have the option to change this to any number if required.

 

Line Type: From the drop-down list select the Line Type.  The options are:

 

Code: From the drop-down list select the Code that applies to this Line.

 

Invoice Qty: Enter the quantity of the Code that is being invoice

 

Unit: Display only field showing the Unit of Measure of the line.  However, if this is an Item that has multiple Units of Measure you can amend this from the drop-down list of valid UOM’s for this Item

 

Invoice Unit Price: This is prefilled with the base Buy Price or the specific price linked to this Supplier.   If the Invoice Price is different then you can change it here

 

Description: This is prefilled with the Description of the Code.  You can amend this description if required.

 

Tax Code: This shows the Tax Code taken from the Code/Supplier matrix (Set up in File>Financial Configuration>Tax Matrix).  If the Invoice Tax Code is different then select the code from the drop-down list.

 

Allocation Type: From the drop-down list the type of allocation.  The options are:

 

Allocation Reference: This shows the Reference of the Allocation.  Note: If this line is allocated to more than one reference then this will be filled with ‘Multiple’.  You should click on the Allocations tab to view the details.

 

 

Allocations Tab

 

You can define allocations defining where the Invoice Line is to be used.  If no allocation is made then it is assumed that the balance will go into Inventory (applicable to Inventoried Items only) or a Cost Centre (Descriptors and Catalogue Items only).

 

Allocation Type: From the drop-down list select the allocation type.  The options are:

 

Allocation Reference: The specific Reference relating to the Allocation Type.  For all Allocation Types except Inventory the drop-down list will reflect the Allocation Type choice made above.

 

Allocation Quantity: This is the quantity that is allocated to the reference.

 

Item Variants: If the Allocation is for an Inventory Item and the Item has variants (Colour, Batch, Size, etc) then these fields will appear here and you can allocate specific variants.

 

Task or Step: This is a display only field showing the allocated Job Task name or Assembly Step name.

 

 

Additional Fields Tab

 

If you have defined Additional Fields against the Purchase Invoice Lines (created via System Configuration>Additional Fields) then an addition tab will be presented which, when selected, will display the available fields.  Enter information in line with the available field formats:

 

 

Buttons

 

Close: This will close the Purchase Invoice screen.  If you have any unsaved data then you will be asked if you wish to save it before the screen is closed.

 

Add: This will show a blank Lower Panel in preparation for creation of a new Invoice Line record.

 

Save: This will save the current line’s data without exiting the screen

 

Cancel: Any changes made to the current line record or the last time the ‘Save’ Button was pressed will be lost.

 

Delete: This will delete the selected Line

 

Related: This will bring up a list of functions that are related to the Purchase Invoice.  You may open and maintain information in those screens whilst still remaining in the Purchase Invoice screen.

 

Reports: This will bring up a list of Reports that are related to the Purchase Invoice.  You can immediately run the report whilst still remaining in the Purchase Invoice screen.