Entering a Supplier Purchase Invoice - with invoice attachment client option activated

Introduction

This guide is to show how to manually enter a  Supplier Purchase invoice

Assumptions

You need to add an invoice to IndiCater for something which has not been purchased through IndiCater

That it is not a Cash Purchase (See Related Guide for Cash Purchases).

The client option in enabled so that an PDF upload is required for you to be able to save the transaction. 

Where to find this

To manually enter a Purchase Invoice go into the Finance Module. Select Purchasing.

Step-by-step guide

1.Click the Add button

2. Select the supplier - you won't be able to select a supplier which is set up to send electronic invoices

3. Invoice date - this will be the date the invoice is being entered or you can select another a day in the current open week.

4. Select from Account Invoice or Credit Notes

5. Late invoice date - enter a date if the invoice date is in a prior week/period. This can be left blank if not needed

6. Enter the Reference (invoice number) and the total gross amount

7. Upload a PDF copy of the invoice you have received from the supplier. You won't be able to save the transaction without this.

8. Complete the Category information and add a new section for each additional category/nominal code in the invoice. For the VAT, select the rate and enter the VAT amount for each category.

For Michels and Taylor users - Enter the EMF reference for Capex purchases in the Notes field under whether the category VAT is entered.

9. When ready, click Save

10. You will see a pop up box summarising the details entered, giving you a final opportunity to check the data and to proceed or go back and make amendments.

11. Once saved, the transaction cannot be amended by an outlet user.

12. The PDF can be downloaded from the Invoice page in the outlet or from the Transactions page in Head Office.