Record supplier invoices

About recording invoices

Use this to post invoices individually to supplier accounts in the Purchase Ledger. To enter supplier invoices in groups, use batch transactions.

When you select the supplier's account, the defaults from the account for Discount percent, Discount days and Nominal Analysis are entered. You can override these if required.

The discount value, tax (VAT) value and tax analysis values are automatically calculated. If your invoice consists of various discounts and VAT rates and also requires additional levels of nominal analysis, you need to amend the calculated values to ensure the tax value and tax analysis value match.

If a Credit limit is specified on the supplier account and the transaction exceeds the agreed limit, you will see a warning message. However, you can still save the transaction.

If your purchase invoices require authorisation, the Requires authorisation box is automatically selected. If the invoice value is less than the authorisation limit, you can clear the Requires authorisation box. If the invoice requires authorisation, the nominal ledger is not updated until the invoice is authorised.

When you enter an invoice onto the Purchase Ledger you are updating the supplier account and you are also updating the VAT register and the relevant account on the Nominal Ledger.

If you are using the Project Accounting module, you can assign some or all of the invoice value to a project, using on the Project Analysis tab.

Foreign currency invoices

You always enter the goods value in the currency specified on the supplier's account.

The exchange rate is displayed in an additional exchange rate box. The exchange rate is set in the Currencies and Exchange Rates option in the Accounting System Manager. You can change the exchange rate when entering the invoice if the exchange rate is set to be amendable.

Nominal postings are made in the base currency you have chosen for Sage 200. If the customer uses a Single Exchange Rate, the exchange rate set when entering the invoice is used to calculate the base currency amount. If the customer uses a Period Exchange Rate, the relevant period exchange rate is used.

If the invoice requires authorisation, the exchange rate set when the invoice was entered is used and not the exchange rate set when the invoice is authorised.

To record purchase invoices

Open: Purchase Ledger > Enter Transactions > Invoice.

Select the supplier account you want to add an invoice to.

If the supplier's account is in a different currency, accept or amend the Exchange rate.

Note: You can only change the exchange rate if the exchange rate is set to be amendable in the Accounting System Manager.

Enter the Invoice details and amend default values where required.

To check that the Reference and Date combination is unique, click .

If you require your purchase invoices to be authorised, the Requires authorisation check box is automatically selected.

Clear this box if the invoice does not require authorisation and the invoice value is less that than the authorisation limit set in the Authorisation tab of Purchase Ledger settings.

Enter the Goods value, Discount percent, Discount days and Discount value.

Note: When a settlement discount is entered on an invoice, VAT is calculated on the Goods value less the Discount value. If the Country code on the customer's account is the Republic of Ireland (country code IE) then the VAT is calculated at the goods value regardless of any settlement discount.

If required, enter the Project Analysis details for each item on the purchase invoice.

Note: The Project Analysis tab is only available if you are using the Project Accounting module.

Accept or amend the Tax analysis (VAT) for each item on the purchase invoice.

If you are working with goods items which have different tax (VAT) rates applied to them, ensure the tax value in the tax analysis matches the tax value (VAT) for the transaction.

Accept or amend the Nominal analysis requirements for each item on the purchase invoice.

If the invoice requires authorisation you cannot amend the Nominal Analysis.

You can change the Narrative to make it more meaningful for your business.

Note: Both positive and negative values can be entered in the goods value for nominal analysis.

Click Save, to store the invoice.

Click Save and Retain A/C ref to save the invoice but retain the supplier account so that another invoice can be recorded for the same supplier.