Authorise and post an invoice from the Supplier window
On the main toolbar, click the Suppliers button.
In the Find Suppliers window, in the Search for field, type in the name (or part of the name) of the supplier you want to search for.
To display all the suppliers, either leave the Search for field blank and then click Search, OR type "%" in the Search for field and then click Search.
Select the Hide form when only one item found check box if required.
If you select the Hide form when only one item found check box, and there is only one record that matches your search criteria, the application directly displays the relevant page for that record instead of the search results page, where you would have to click the listed record to open it.
Select the Search any part of name/code check box if required.
If you select the Search any part of name/code check box then the search results that are returned will contain the search criteria you have entered in any part of the record name. When this check box is unchecked, only records with the search criteria at the beginning of the name will be returned. For example:
- you enter 'mit' in the Search for field when searching for an employee. The Search any part of name/code check box is clear. The results will only contain employees that have 'mit' at the beginning of their first or last name, such as 'Mitchell' or 'Mitch'.
- you enter 'mit' in the Search for field when searching for an employee. The Search any part of name/code check box is selected. The results will shown any employee whose name contains 'mit' somewhere within it, such as 'Smith', 'Mitchell' or 'Amit'.
Click Search or press the [Enter] key.
The results that match your search criteria are listed in the window.
Double-click the record you want to open.
The Supplier page for the selected record is displayed.
On the left pane, click Purchase Invoices.
The Purchase Invoice window for the supplier appears.
Click the Ledger button to go directly to the Purchase Ledger.
On the Ledger window, double-click an invoice to open the Invoice window. The invoice details are displayed in the Analysis table.
Displays the net amount that the creditor will receive after tax has been deducted from the amount entered in the Amount field.
If you make any changes to the Gross amount or change the Tax Rate, the amount in this cell will update automatically.
The tax rate set up earlier on the Supplier page or the Create New Supplier Wizard is displayed by default. Use the drop down list to update the tax rate if required. If you do change the tax rate, the amount displayed in the Net and Tax fields will update automatically to reflect the new tax rate.
Displays the amount of tax that will be deducted from the gross amount. Changes made to the Tax Rate are automatically reflected in this cell.
Displays the amount entered in the Amount field. This field can be modified to reflect the break-up of a bill, or different bills in case you are paying for more than one bill through this invoice.
Displays the default nominal account for the supplier that was earlier set up on the Supplier page or the Create New Supplier Wizard. You can click in the field and then select a nominal account from the drop down list if such accounts have been set up in the system.
Enter notes in this field if required. Click the Ellipsis button in the field to open the Comment box into which you can enter text.
Enter a description of the assignment, if required.
Once you are satisfied with the details, click the Authorise button . A message is displayed confirming that the invoice has been authorised and the status displays as Authorised.
Click the Post button to post the invoice to the supplier ledger. A message confirms that the purchase ledger invoice was successfully posted.
Click OK to close the message window. The invoice disappears from the Purchase Ledger window and is posted to the supplier's ledger.
Click the Close button to close the Invoice window.