Purchase Control - Flipbook - Page 104
Option
Description
Supplier9s
Reference
This is copied into the reference field on the purchase ledger and should
be used to quote the supplier9s invoice number if the Purchase Ledger
register is not in use, otherwise use the Purchase Ledger register
reference. There is a search facility against the Purchase Ledger
transaction file, used by selecting the ... button.
Note:
If the Purchase Ledger invoice register is used for parts invoices, then
no invoice may be verified until it has been registered. If the invoice has
been registered by the Accounts department, many of the remaining
fields will be automatically completed on the Invoice Details screen
based on the registered information.
Document Date
Enter the invoice date. The system will warn if the date is outside the
current accounting dates. There is a menu here to find the correct date,
used by selecting the ... button.
Internal Document
No.
If changed from zero, this will overwrite the internal reference in the
Accounts system. If the invoice has been registered then the Internal
document number will have been automatically allocated at the time that
this was done, and under no circumstances should it be changed.
Nominal Cost
Centre
This is the Nominal Cost Centre code which will be applied to any
expense costs on this invoice, and should not be left at 0. The default
cost centre will be taken from the value held against the operator9s login
code in the user details record within the Management menu in system
utilities. It can be over-typed if necessary, where the operator is verifying
an invoice on behalf of another department. There is a search facility
here, which is activated by selecting the ... button.
Authorisation Code
Normally used to denote the initials of the person verifying the invoice
Extras
These are used for any extra charges on the invoice, i.e. carriage
charge, T.P. surcharge, etc.
The values posted through here will go to the Nominal code(s) in POS
parameters, and will use the cost centre quoted at the start of the
invoice.
Each expense field should be given a title within POS parameters to
assist the operator at the time of invoice verification.
The 8Extras9 boxes with no title should not be used.
There are up to five extra slots where the Nominal Ledger postings and
the associated description can be set up in the Point-of-Sale
parameters, but underneath these there are a further two slots where, as
well as the extras amount, the operator can also enter the Nominal
Ledger cost centre and expense code. These two slots can be used for
posting one-off type costs not covered by the normal parameter set-up.
The total value of the extra is transferred to the Carriage, etc., field.
Key Information – Invoice Verification
30/07/2008
Page 104 of 126
