This form is displayed when the Process Invoice command button is selected from the Supplier Prices Tab.
Tip: This option is accessible until the Finalise Invoice command button is selected.
To process a supplier invoice:
From the Master Menu, select the Vehicle rentals option and Company required.
The VEHICLE RENTALS Menu is displayed.
Select the Reservations option.
The Reservations and Availability form is displayed.
Select the 
icon.
The Rental Agreement form is displayed.
Select the Supplier Prices Tab.
Select the Process Invoice command button.
The Supplier Invoice Details form is displayed.
This form is divided into three parts that are as follows:
In addition to displaying the form name the Title Bar provides a number of other useful identification criteria and buttons.
The Supplier Invoice Details dialogue box contains a series of fields and a grid enabling VAT reconciliation for logging a supplier invoice against the agreement.
Last Invoice Date: If a previous supplier invoice has been logged against the agreement then this field displays the Invoice to date from the logged invoice. This field is for reference purposes to assist in establishing the date/time processing sequence. This field cannot be edited.
Last Invoice Time: If a previous supplier invoice has been logged against the agreement then this field displays the Invoice to time from the logged invoice. This field is for reference purposes to assist in establishing the date/time processing sequence. This field cannot be edited.
Invoice Number: If a previous supplier invoice has been logged against the agreement then this field displays the Reference (invoice) number from the logged invoice. This field is for reference purposes to assist in establishing the invoice processing sequence. This field cannot be edited.
Reference: Used to enter the invoice number from the supplier's printed sales invoice.
Tax Point: Allows entry of the invoice tax date (taken from the supplier's sales invoice).
The
button may be used to invoke a monthly diary form in order to assist in establishing the required date criteria. Selection of the < button moves to the previous month and the > button moves to the next month. Selection of Exit exits the diary form. A double-click on the appropriate day of the month enters this date into the date field.
Gross Value: Allows entry of the total gross value (i.e. inclusive of VAT) of the supplier's invoice.
Invoice VAT: Allows entry of the total VAT value of the supplier's invoice.
Invoice from date: Allows entry of the start date of the supplier's invoicing period.
The
Invoice from time: Allows entry of the start time of the supplier's invoicing period.
Invoice to date: Allows entry of the end date of the supplier's invoicing period.
The
Invoice to time: Allows entry of the end time of the supplier's invoicing period.
The VAT Analysis area is a grid that is used for entry of the supplier item lines split totalled by VAT rate.
Within the box a line is displayed for each VAT rate that is held on the system. If more than twelve VAT rates are held then a scroll bar is presented for locating additional VAT rates not displayed on the current page.
For each VAT rate, the following columns are displayed:
Code: The VAT code e.g. Sfor Standard Rate (This column cannot be edited).
Description: The associated description held against the VAT Code e.g. Standard Rate (This column cannot be edited).
Rate: The VAT rate applicable to the code/description e.g. 17.5% (This column cannot be edited).
Net: This field is used for entry of the total net value for all supplier item lines on the current invoice which fall into the selected VAT rate e.g. the total net value of all items on the invoice which are levied at a VAT rate of 17.5%. The system automatically keeps a running total of this column at the foot of the form.
VAT: This field is used for entry of the total VAT value for all supplier item lines on the current invoice which fall into the selected VAT rate e.g. the total VAT value of all items on the invoice which are levied at a VAT rate of 17.5%. %. The system automatically keeps a running total of this column at the foot of the form.
Tip: Use of this grid is best explained by way of an example. An invoice is received containing the following purchase order lines:
Item Description VAT Code Net Value VAT Value Gross Value 1. Hire Tariff S £100 £17.50 £117.50 2. RFL 0 £9.00 £0.00 £9.00
In this example, the fields in the Supplier Invoice Details form would contain the following values:
Gross Value £126.50 Invoice VAT £17.50 VAT Analysis (S) @17.5% Net Column: £100.00 VAT Column: £17.50 VAT Analysis (0) @0.00% Net Column: £9.00 VAT Column: £0.00
COMMAND BUTTONS:
OK: Confirms the supplier invoice entries and goes on to display the Post Supplier Invoice form which enables the logged invoice to be posted.
Note: The OK command button does not become enabled for use until the Totals Net and VAT columns in the VAT analysis grid (displayed at the bottom of the form) exactly match the values in the Gross Value and Invoice VAT fields in the Supplier Invoice details area above. The system also validates the date period that has been entered to ensure that the dates are correct for the agreement and that no invoices have already been processed for this period.
Cancel: Returns to the Supplier Prices Tab without processing the supplier invoice.
Help:Displays online context-sensitive help using the default browser.
