Record sundry expense invoices, such as non-stock items that may not have a Purchase Order.
Introduction
Where you have business expenses that do not require a Purchase Order, your Supplier will send you an invoice, and you can then record the invoice in your Payables system so it can be paid. This is useful for expense items that are not the usual stock purchases for your business, rather they may be other business expenses such as administration or office expenses.
If your invoice has one line only, there is a quick input method to make this quick and efficient for you.
If your invoice has multiple lines, you can record all line items separately to allow for different General ledger codes to be applied to different expenses.
Note that the system will check for and disallow duplicated invoice numbers for the same Supplier.
Create a Sundry Payable Invoice
The way you would enter invoice data is a little different for a single line invoice line or an invoice with multiple lines.
The fields for the Supplier and invoice number are the same for both options.
- Go to Payables > Create sundry payable invoice.
- Select the Supplier.
- The Branch will default to the branch that the User belongs to.
Note: If you would like the system to check that the Branch belongs to the same company as the Supplier, you will need to ensure that the flag Restrict payable account lookup to input branch in the Payable manager is checked.
This flag can be set in Settings > Payable manager > Manager options.
- Enter the Supplier invoice number.
- Enter your Purchase Order number, if there is one.
- Enter the invoice date.
To enter the single line or multiple lines:
Go to Single Line Invoice or Multiple Line Invoice.
Single Line Invoice:
- Enter the General ledger account for this expense.
- Enter the description.
Invoice amount. You can enter the invoice amount including or excluding tax, and the other value and tax amount will be calculated and displayed.
- Enter the Invoice amount including Tax in that field. The tax amount and the net amount will be calculated and displayed.
OR you can:
- Enter the Invoice amount excluding tax in that field. The tax amount and the gross amount will be calculated and displayed.
- Click Create Invoice or Create invoice and close.
Multiple line invoice:
After entering the information for Supplier, Purchase Order and Invoice date, as above:
Invoice amount (incl tax) in the header section for a multiple line invoice .
You must enter the total invoice amount that is the sum of all the invoice lines. This is the gross amount including tax. After you have entered the invoice lines, this is your check that you have entered all line amounts correctly.
- Click Multiple invoice lines required.
- Enter the Quantity.
- Enter the Description.
- as an item price, that will by multiplied by the Quantity to calculate the line amount;
OR:
- as the total line amount either including or excluding tax, and the other value and tax amount will be calculated and displayed.
- Price: Enter the Price. This is the net amount excluding tax per item. The line amount will then be calculated as the Quantity multiplied by the Price. The tax amount and the gross amount will also be calculated and displayed.
Alternatively, you can enter the total line amount as either:
-
- The net amount for the line in the Excl tax field. This is the net amount excluding tax for this line. The tax amount and the net amount will be calculated and displayed.
OR:
-
- The gross amount for the line in the Incl tax field. This is the gross amount including tax for this line. The tax amount and the net amount will be calculated and displayed.
- Enter the Discount % if any.
- Tax: The default General ledger tax code will default to the tax code for the Receivable account. It can be overwritten if required.
- Override branch: If this expense line does not apply to the default Branch from the header section of the invoice, you may enter a different Branch here.
- Enter the General ledger account for this line.
- Click Add to save this line.
- Add additional lines as necessary.
The lines will display in the lower part of the screen. The sum of all lines added will display at the foot of the screen.
If you need to update any line, double click the line to edit it.
- When all invoice lines have been entered and the invoice amount equals the sum of the lines, click Create Invoice or Create invoice and close.
If the total invoice value does not equal the sum of the lines, the variance will be displayed in the header section of the screen next to the field Invoice amount (incl tax). Then you can check the sum of all lines from the total at the bottom right of your screen.
Sundry Credit Note
If you need to enter a Sundry Payable Credit Note, then in the header section, enter a negative amount in the Invoice Amount field; (either Invoice Amount excl tax or Invoice Amount incl tax).
Also, if you need to enter multiple lines, leave the amount as a positive amount and enter a negative number in the Quantity field.
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