Creditor Invoice
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Creditor Invoice is used to enter Supplier invoices into the system. These invoices could be for parts or service suppliers - for example National Parts, Telstra or Energy Australia. The purpose of the creditor invoice is to allow a simple interface for recording expenses and payments made by your business, and having mechanisms in place that operate behind the Creditor Invoice functionality to perform the relevant movements of funds without the need for complex and time-consuming journals.


Creditor Invoices will perform a variety of functions behind the scenes, making purchasing an easy and effortless process, able to be done by staff of any experience level in purchasing and invoicing. It has a short-cut of Ctrl+4.


A few examples of what the Creditor Invoice can do:


For Parts software

- Automatically changes the Costs and Quantity-on-hand of parts contained in the Invoice in the Stock Master File

- Allows for RRP (or List Price) changes to be made to a product as the invoice is created

- Allows imported goods' exchange rates and expenses to be managed directly from the invoice- See International Creditor Invoicing for further details.

- Allows stock orders to be instantly populated into a creditor invoice when the goods have been delivered

- Allows labels to be automatically printed for parts when the invoice is processed


For Workshop software

- Allows for purchases made for specific workshop jobs to have parts/services directed straight on to the Workshop Invoice from the Creditor Invoice

- Allows for subletting work to be integrated seamlessly with a workshop invoice. See Sublet Creditor Invoicing for further details.


For Dealership software

- Invoices can be added directly as a cost to a vehicle, altering the cost to the business of that vehicle in the Vehicle Inventory/Master File - allowing for greater profit management

- Automatic check of the GL Account made by the system for purchases relating to Rego, Green-slip, Warranty and Overallowance to ensure it matches to pre-defined asset account.

See Dealership Vehicle Cost Creditor Invoicing for further details.



The Creditor Invoice Header area consists of the following:


Header Area



Supplier - Search for a Creditor name.


Code - The Creditor code will show once a current Creditor name is chosen, or search for a creditor by their code rather than name.


Reference - Reference number of the creditors invoice.


Invoice Status - The status of the invoice. It is either open or closed.


Type - Chose between an invoice or a credit.


Reference Date - Reference date of the creditors invoice.


Invoice Amount - Amount of the creditors invoice.


Date Posted - The date the transaction will be processed into the general ledger accounts. If you have invoices from the previous month they can be posted into that month by changing the date in Date Posted.  Note: Always use Ctrl + D to change date. If you accidentally post an invoice to an incorrect period it can make finding it difficult.


Parts Tab

The Parts tab is the most used tab when processing basic invoices sent by the supplier with your orders of goods. Simply enter in the items you read off the invoice into the Parts Tab, check the price in the Total of the creditor invoice matches the invoice from the supplier, and then hit Process.


The basic Creditor invoice will contain parts or services that exist already in the Stock Master File and require them to be simply entered into the Parts Tab - like the example above. This type of transaction shown has GST added and included in the Invoice Total. The columns in the Parts Tab include:


Item Code >> - Type in the Item code, or hit F4 to search the Stock Master File for existing entries. If the Item is brand new, simply add your item code and TAB will prompt you to add new product to file.


Supplier # - Free-text field that enables you to note the Supplier item number if it differs from your own


Description - Description for the item as per the Stock Master File


Pack Quantity - set in the Stock Master file, the Pack Quantity distinguishes the number of items you will be adding to stock when packs are purchased.


Qty - The amount of an item on the creditor invoice. (Qty x Pack Quantity = Qty on Hand added in Stock Master File)


Unit Price - The cost of the item (Excluding GST unless option for item price to include GST is active in the Options tab)


Unit Landed - The cost of an item when import costing and exchange rates are factored in for invoices from overseas creditors


Unit Deposit - Also set in the System File, includes a deposit on the item as a component of its cost


Foreign Amount - This will calculate the Amount column based on the Foreign amount divided by the Exchange rate entered. See International Creditor Invoicing for further details.      


Amount - The total amount being charged (ex-GST) for that line item (Qty x Unit Price = Amount)


RO >> - The Repair Order/Workshop Invoice on to which the particular item will be automatically added. See Option Settings for Creditor Invoicing to enable this option for use.


General Ledger tab

This contains information of General Ledger linked to the Invoice


Account>> - Enter General Ledger Account Number or Press F4 to search


Desc>> - Description of this account


Remarks - Enter any remarks that you want to add


Amount - Amount of the Invoice


Stock # >> - Stock Number        


Cost Type - Select on the Cost Type Available


Gst Type - Select the tax that must be applied


Branch>> - Specify the branch


Control # - Enter the control Number




Item Details Tab

These are details of the Item on a the line cursor is highlighting. The Sell Price is the List Price and can be changed here if the Creditor Invoice Options button has Allow stock selling price changes? ticked. The costs, Pack Qty, SOH, Locations and Unit Qty are all derived directly from the Stock Master File.



Last Cost - This is the last cost price of the part (this is a auto calculated field based on the last invoice received in the system)


Current Cost- This is the current cost field of the line. This is not an auto calculated field so it is the Current cost as entered in the system manually. You can get this field to update automatically in your invoice Options.


Avg  Cost - This is the average cost price of the part (this is a auto calculated field based on the invoices received in the system)


Shipping - This is the average shipping cost of the part (this is a auto calculated field based on the invoices received in the system)


Location 1 - This Loc field set on the Part.


Location 2 - This Loc field set on the Part.


Sell Price- This Retail List Price on the Part. You can update it here if the Invoice Option is set.


Pack Quantity - This Pack Qty as set on the Part.


SOH - Refers to stock on hand


Unit Qty - This Unit Qty as set on the Part.


Notes Tab




Invoice Notes - Comments written in this field at the time of processing are general invoice notes. These will not appear on the printed version of the invoice, but when the invoice is recalled through  the creditor master file or by looking up the reference number in the creditor invoice interface, these notes can be referred to.


Item Notes - These comments operate the same way as the Invoice notes, but are linked to a specific line of the invoice


Supplier Notes - These are notes that are written in the Options / Comments tab in the Creditor Master File. The notes are for reference purpose only.


Queries Tab

The queries tab contains the following query.



Supplier Last Purchase - Selected Product - This lists the previous Suppliers from which this particular item was purchased, in Date order from most recently purchased. It also lists the price that the item was purchased at for an easy comparative reference.



Options Tab



Transaction Desc - Allows a transaction description to be appended to the invoice. When doing searches on the invoice through either the transaction finder or a transaction query (Creditor Master file, GL Account query etc.), the description will be visible and can assist in finding a specific transaction.


Message - In the Message box is the number of the invoice message that prints at the bottom of the invoice.  Messages are setup in the Utilities menu under Messages. Different messages can be chosen by clicking on the ellipsis and selecting a different message. The Default Message of -1 is for No Message.


Salesman - Select the sales person for the invoice.


Import (GST Free) - Set the creditors invoice GST free by selecting Yes, or No to include GST.


Exchange Rate - Same as the Currency Conversion in the Options button, as described above.


Line Count - gives an overall Line Count, adding entries on the General Ledger tab and the Parts Tab for a brief summary of how many different items there are on the invoice at a glance.


Change Post Date -  Once the Invoice has been finalised, the Change Post Date button becomes active. Recall the invoice and the post date can be changed of that particular invoice. This can be handy if the creditor invoice process is completed before the Creditor invoice physically arrives. This may occur if goods and invoices are sent individually by the supplier - the goods may arrive first, and you want to get the items into stock on the spot - create the creditor invoice and finalise it to get the items into stock, then amend the post-date when the invoice itself arrives.


Buttons

Print - Displays the Creditor invoice report which can be printed by clicking on the printer button.


Stock/Purch Order -The Stock-Order to Creditor-Invoice process can save a lot of time when used properly. This is covered in more detail in the Stock Order topic in the Parts component of this Help File. To bring an existing stock-order directly into a Creditor invoice (indicating that the order has been fulfilled) complete the header information of the creditor invoice, which will be based upon the invoice that the supplier has sent you. Fill in the Reference Number, Reference Date and Amount directly from the supplier invoice, and Tab to the Item-entry area. Instead of manually typing or searching for the parts on the invoice, click on the Stock Order button to bring up the existing stock-order and enter the details of that order directly into the Creditor Invoice. No need to double handle the entry of the order.  If there are changes to the quantities received compared to quantities ordered then you are able to amend the creditor invoice - eg parts not supplied? change the quantity to zero and the Quantity on Order in the Stock Master File will remain. There is a lot more to Stock Orders and their utility in the Stock Order topic.


Cost to Vehicle (Dealership Only) - The Cost to Vehicle option allows creditor invoices to be assigned directly to a vehicle that is on sale within a Dealership. See Dealership Vehicle  Cost Creditor Invoicing for further details.        


Options - See Option Settings for Creditor Invoicing for the details of the available options in this section.


Abort - Cancels the creditors invoice without saving.


Save Invoice - Creditor Invoices can be saved and recalled for later processing. Click on the Save Invoice button to save the invoice and click on the Reference field to recall the invoice. Creditor invoices do not need to balance to save them.

In the Stock Master File the quantity from a saved invoice is entered into Qty Delivered. Quantity delivered is NOT included in Qty on Hand in the Stock Master File. In the Price Enquiry screen the Qty On Hand includes quantity delivered.


Copy Invoice - Find any invoice from the Reference field. Click Copy Invoice and that invoice will be copied onto the screen. This invoice can then be used as a template for another invoice.


Add Sublet - You have the ability to assign a Sublet Repair and its cost to an open or closed Repair Order / Workshop invoice. The system will automatically adjust the general ledger if the invoice is processed and the sublet cost has changed.  See Sublet Creditor Invoicing for further Details.


Import Costing Select the Supplier Code for the Import company and then enter the costs against the relevant fields as per below. This will create an additional creditor invoice against the Supplier nominated in the Import Costing screen.   See International Creditor Invoicing for further details.


Process - To finalise Invoice



Totals

At the Bottom-Right of the Creditor invoice are the Totals fields



Rounding - amends the total rounding up or down to the nearest 5c - must have Use Rounding selected in the System File. This can be manually edited.


Freight -  enter the amount of freight that will be added to the Total


G.S.T - automatically calculated field for GST: calculated as the sum of all the Item Amounts multiplied by 1.1


Total - Total amount of the invoice


Difference - Difference between Invoice Amount and Total Amount


What are you trying to do?

Video/Knowledge base Guide

Process a Creditor Supplier Invoice with or without a Stock Order

http://service.autosoft.com.au/entries/21431875-How-to-Process-a-Creditor-Supplier-Invoice-with-or-without-a-Stock-Order

Work out Freight Options

http://service.autosoft.com.au/entries/21533464-Creditor-Invoice-Freight-Options-

Credit or Refund a Creditor Invoice

http://service.autosoft.com.au/entries/21776280-How-to-Credit-a-Creditor-Invoice

Pay a deposit on a Creditor Stock Order/Invoice

http://service.autosoft.com.au/entries/21697004-How-to-pay-a-Deposit-on-a-Creditor-Stock-Order-Invoice

Do a Creditor Invoice with Options to Add Parts to RO and Allow Selling Price Changes

http://service.autosoft.com.au/entries/21431725-How-to-Do-a-Creditor-Invoice-with-Options-to-Add-Parts-to-RO-and-Allow-Selling-Price-Changes

Enter the Creditor Invoice Amount Cost Including GST

http://service.autosoft.com.au/entries/22227950-How-to-Enter-the-Creditor-Invoice-Amount-Cost-Including-GST

Watch Videos to learn more about Creditors, Invoicing and Options

Go to your Client Portal Login - Training Lessons - Accounting Series