Combining Purchase Estimates

Owned by Ruth Mills
Last updated: Dec 21, 2023
3 min read

Introduction

The Estimate function is an important part of the Finance module and must be used correctly to ensure that all invoices are recorded in the correct reporting period.
An estimate is automatically created in IndiCater when an order has been booked off and  before an invoice has been received. A credit note estimate can also be created during the booking off process.

An estimate can also be manually added straight in the Finance module by going to Purchasing, Estimates.

An estimate can be for a purchase invoice or a credit note.



You may want to use the Combine functionality for a supplier who sends you a weekly invoice for multiple daily orders. This functionality lets you select multiple estimates and convert them into one single invoice. 



Please note you can only combine credit note estimates with other credit note estimates and invoice estimates with other invoice estimates, you can't mix the two.

Assumptions

You have created estimates through the booking off process or have manually entered them in the finance module.

You have the combine/reverse estimates option activated

Where to find this

Outlet Finance > Purchasing

Set-by-Step Guide

1.Click on Estimates

2. Click on the Combine/Reverse button



3. Select the supplier you want to enter an invoice for

4. Tick the estimates that you wish to combine into 1 invoice, remember that you cannot combine a mix of credit notes and invoices.

5. Select Combine Estimates in the Action drop down

6. Add your invoice number and any VAT. If you don't see an additional VAT field under the Invoice number, it is likely that you need to enter itemised VAT. Jump to point 7 below






7. You will need to add itemised VAT. Once you have ticked your estimates and selected the Combine Estimates function, you will notice that the amount in the VAT column has changed to red.



8. To enter the VAT, click on the number in red on each estimate. You will get a pop up asking you to select a VAT. If all items in the estimate are subject to the same VAT rate, use the dropdown at the top to select the correct rate:



9. If you need to give different items different VAT rates, use the drop downs next to the item.



7. Click Save. The invoice will now be visible in Invoices and the estimates will no longer be outstanding or available to view under Estimates.