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Ice Ledger

Purchase Ledger

Index | Suppliers | Purchase Enquiries | Purchase Orders | GRN | Purchase Invoices

Purchase Invoices / Credit Notes

List of Purchase Invoices and Credit Notes are shown together with a filter and a tool bar above.

Purchase Invoices List View

  • New. Create a new purchase invoice / credit note. This option allows purchase invoices to be created manually. If there is a purchase order or associated goods received notes (GRN) on the system then invoices may be created directly from them to save time and avoid potential errors in the process.
  • Edit. Edit an existing purchase invoice or a credit note. Whilst an invoice is being edited, it is 'locked' and can not be edited or posted by another user.
  • View. View an existing sales invoice or credit note. The record is not 'locked' and allows the record to be edited / posted by another user on the network. Options for saving any changes are disabled whilst viewing a record.
  • Copy. Copy an existing record (invoice or a credit note) as a new invoice / credit note. This feature is handy when for repeat invoices that you may need to create for goods or services that you may receive repeatedly.
  • Flip. As copy, but changes the invoice type to its counterpart. For example, flipping a invoice will create a credit note and vice versa. This is handy for when you may want to credit part of an existing invoice; simply copy (flip) the invoice as a credit and delete items you do not wish to credit and amend quantities for items that are to be partly credited.
  • Post. Post selected invoices and credit notes. If a selected record has already been posted, then it is ignored i.e. not processed. This process transfers financial details to the accounts ledger i.e. the supplier account, creditors and tax account balances are updated.
  • Print. Print selected invoices / credit notes.
  • List. Print selected invoices / credit notes in a list form.
  • Refresh. As others using the system, on a company network, can make changes, the information on the screen may become out of date. This will refresh the list to get the latest information.
  • Delete. Delete selected invoices / credit notes.

You will notice that in the list, some column contains Hyperlinks, pressing and holding the <CTRL> key whilst left clicking on the appropiate link will open the corresponding item in View mode. For example, in the above screen shot, the first listed order is for account 'HOMELU', clicking on the Hyperlink, whilse holding down the key, will open the Supplier Record for 'HOMELU' in view mode.

Index | Suppliers | Purchase Enquiries | Purchase Orders | GRN | Purchase Invoices

Invoice / Credit Note Record

This screen allows you to enter / edit all relevant details about your invoice or credit note, the screen is split into multiple tabs categorising the details into smaller easier to follow sections. There are tabs for the billing and delivery addresses, delivery charges, for nominal account and notes, currency details.

Purchase Invoice

There are several buttons on the toolbar at the top, a brief overview of their functionality is detailed below:

  • Save. Save any changes made to the current invoice or credit note.
  • Edit. If the record was opened in a View mode, then the Save button is disabled and is accompanied by this Edit button. If you wish to make any changes to the record on view, enable the record for editing before making any changes. Any changes made whilse still in the view mode will be lost.
  • Cancel. Cancels any changes made to the current invoice or credit note. This clears the form where you can either enter a new invoice or credit note or load an exisitng record by entering the appropriate invoice / credit note number. Leaving the A/C Ref field blank and clicking Cancel for a second time will close the form.
  • Print. Allows you to print the invoice or credit note using a user definable template.

Click on the appropriate tab to enter or view appropriate details.

Index | Suppliers | Purchase Enquiries | Purchase Orders | GRN | Purchase Invoices

Invoice tab

Details shown in the main header include:
  • Invoice No. If you want to create a new invoice or credit note, leave this as 'NEW'. Entering a valid Invoice / Credit Note number will fetch details from the matching record.
  • A/C Ref. The account reference of the supplier the invoice or credit note is for. Leaving the field, the system will go and get the supplier details and display them to its right in a compact form. The same details are also available under the Addresses tab where they may also be amended.
  • Type. Are you creating a Invoice or a Credit Note? Press 'I' for Invoice or 'C' for Credit Note or select from the list by click on the arrow. Setting the Type to Credit Note changes the tab bar background colour to pink as a easy to see indication that your dealing with a credit note.

    Purchase Credit Note

  • Date. Invoice / Credit Note date.
  • Due On. If you enter your normal tarding terms with the supplier (i.e. the number of days credit that you have with your supplier) then the system will automatically calculate the date the invoice payments become due.
  • Order No / GDN No. If this invoice was generated by Shipments, the corresponding Order Number and GDN Number will be shown here.
  • Supp Ref. You may record any supplier reference pertaining to the purchase invoice / credit note.
  • Discount %. Percentage Discount to be applied to the invoice or credit note.
  • PO / GRN & Order Date. If the invoice was created from either a purchase order or credit note then relevant details are shown here.
  • Net, Carriage, Tax etc. Shows the Invoice Totals in a logical format. If the currency of the customer is a foreign currency, a second column of figures will show, showing the totals in the customer currency.

Index | Suppliers | Purchase Enquiries | Purchase Orders | GRN | Purchase Invoices


Purchase Invoice: Addresses Tab

  • Supplier. Supplier name that the invoice or credit note is from.
  • Shipper. Company / carries commisioned to make the delivery.
  • Select Address. You can select an address from the Supplier's Address book for the left hand side and your own addredd book for the billing address.
  • Billing To. Your company billing address.
  • Address. Enter the supplier (left side) and/or the your (right side) addresses.
  • map Pins. If your system has Internet connection then you can click on the map pins, to the left of the addresses to view the address location on Google Maps.
  • Courier. Here you can select which Courier the order will be shipped by. This list is customisable via the Lists options in Configuration.
  • Consignment Ref. You can record the consignment note of the shipemt(s) in this field.
  • Carriage.
    • Nominal Code. The Nominal Code for Delivery Charge.
    • Department. If you use Departments, the department code for Deliveiries
    • Tax Code / Rate. Enter the Tax Code that is applicable for the delivery charge. The field to the right will show the current tax rate for the selected Tax Code. The Tax Rate can be manually changed here and will only affecting this specific order.
    • Net. The net amount to be charged for delivery.
    • Tax. The tax amount, calculated automatically.
    • Gross. Total Delivery Charge (Net + Tax), also calculated automatically.

Index | Suppliers | Purchase Enquiries | Purchase Orders | GRN | Purchase Invoices

Nominal & Notes

Purchase Invoice: Nominal Tab

  • Nominal Code. Set the Global Nominal Code for the invoice. Clicking on the button to the right of the field will set the Nominal Code for all the items on the invoice to the currently selected Nominal Code.
  • Department. If you use departments, which department to assign this invoice to.
  • Tax Code / Rate. Set the Global Tax Code for the invoice. The field to the right will show the current rate for the selected Tax Code. This can be changed here if required. Clicking on the button to the right of the Tax Rate field will set the Tax Code for all the items on the invoice to the currently selected Tax Code.
  • Bank Account. Enter Account Reference any advance payment will be paid from.
  • Payment Type. The payment type to be used when paying for the invoice.
  • Payment Ref. Payment Reference.
  • Paid Amount. Pre-paid amount.
  • Notes 1 - 3. You can enter three lots of notes. The labels (1, 2, 3) for each of the notes fields can be changed under Purchase in Configuration.

Index | Suppliers | Purchase Enquiries | Purchase Orders | GRN | Purchase Invoices


Purchase Invoice: Currency Tab

This tab shows a breakdown of the invoice totals including Net, Tax, Carriage, Discount, pre-payment and Gross values. By default, these would be shown in the Base Currency. If you are running a multi-currency system and the current supplier is a foreign currency supplier, checking the checkbox will show the values in the supplier currency.

Checking the checkbox also enables you to be able to change the exchange rate used in the calculations. If the newly inputted exchange rate is different to the system exchange rate, you will be asked if you want to update the system with the new rate.

Items List

Purchase Invoice: Items List

The buttons on the toolbar, above the items list include:

  • Details. View the selected item in more detailed view.
  • Delete. Delete the selected item(s).

Index | Suppliers | Purchase Enquiries | Purchase Orders | GRN | Purchase Invoices


Purchase Invoice: Items Details

Clicking the Details button above, with one of the items highlighted will open the currently selected item in a more detailed screen. You can use this to modify the item if you dislike the idea of entering information in a grid or if you want to edit details that are not shown on the grid.

By using the navigation buttons in the top left corner, you navigate through the exisiting items on the invoice or create a new entry from here.

Index | Suppliers | Purchase Enquiries | Purchase Orders | GRN | Purchase Invoices

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