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INVOICE ENTRY TAB

Overview

Accessed via Vehicle Purchasing / Purchase Management and selection of the Invoice Entry Tab .

Following selection of the required vehicle within the Purchase Management screen, the top of the Purchase Management Dialogue Box is populated with a number of fields which contain relatively static information whilst, below, a series of ten Tabs may now be used to process the vehicle through the various stages of a vehicle order. 

The Invoice Entry Tab enables all of the necessary processes to be carried out in order that an invoice may be posted successfully to accounts.

Ordering and invoicing for a vehicle where the specification, registration details and progress notes may constantly change requires a system that allows for considerable flexibility. Consequently the Invoice Entry Tab allows access to menu options and screens that are also available within the previous stages of the order process. 

Specification items on a vehicle may be created or deleted, progress codes may be updated to reflect the new status of the order, amendments may be made to prices and costs. An accessory (e.g. a mobile phone) may be sourced from a supplier other than the selling dealer and therefore a new specification line may be either added or an existing line edited to reflect the new supplier.

Before an order may be posted to accounts and moved to Invoiced status the system verified that the following operations have taken place:

Invoice Entry Tab

The Invoice Entry Tab contains a Supplier field and an Invoice Entry Grid with a number of fields being displayed for each outstanding order that is on file:  

Selection of the ellipsis button immediately to the right of this field displays a Supplier Search form. The Supplier Search form enables selection from the current available supplier codes. The cursor is located in the search field. Key part or all of the required supplier code (e.g. 8APPL ) and select the Supplier command button. Suppliers matching the entered criteria are displayed and, having selected the required code by highlighting with the mouse, the OK command button is used to confirm this selection (select from available codes using the scroll bar to move up and down the list if required). Once the supplier is selected a list of all outstanding orders for that supplier is displayed in the Invoice Entry Grid .

The invoice reference. It is recommended that the supplier's invoice number is used as the reference. It is possible that the reference is not yet input.

The date of invoice. It is possible that the date is not yet entered.

The contract number generated by the system during the Convert Quote routine.

The current registration number of the vehicle.

The required order from the selected supplier may be edited in one of the two following ways:

A double-left-click of the mouse presents an Individual Edit Selection form. This is effectively the Order Grid from the Order Tab displaying the following data:

Displays the vehicle variant description within the first row. The following rows display any factory or dealer fitted options on the vehicle plus delivery, RFL, registration fee.

Displays the supplier code for the selected bid supplier e.g. 8CUBBIN .

The bid price offered for the vehicle or specification item by the selected supplier for this order.

The actual invoice price for the vehicle or specification item by the selected supplier for this order.

Displays the current status of the order for the vehicle specification or individual item within the specification. There are four statuses for the order which are as follows:

A double-left-click of the mouse presents the Individual Edit screen for the editing of any specification item within an individual order line. If, for example, the Reference number is changed it is only changed for that item and not the other items on the list. This facility is available to allow items to be invoiced separately (for example, a driver may pay for his/her self for an option such as a towbar).

A single-right-click on any row within the grid displays an "Edit All"  sub-menu option which allows amendments to be made to the entire order specification. 

This option enables the editing of the supplier's invoice Reference , Invoiced and Date Invoice Received against the order prior to posting.

Note: It is recommended that the supplier invoice number is used as the reference number. By generating a different reference (invoice number) the selected item line is transferred from the main order. When the supplier code is accessed gain the separate invoice reference is displayed alongside the main order. Both invoices display the original contract number. 

The Individual Edit screen is displayed with the cursor located within the Invoiced field to proceed with data entry.

This option updates each item on the order list with the data entered within this screen.

The invoice cannot be posted until the Reference field is completed.

Enables additional non-recoverable costs to be included on the supplier invoice that were not included on the vehicle order (for example, PDI and Dealer Delivery charges). These costs are set up within Vehicle Purchasing / Miscellaneous Options / Other Costs and may be recharged dependent upon the set-up of the cost.

Selection of this option displays an Other Cost Codes search form.The search form enables selection from the current available other cost codes. The cursor is located in the search field. Key part or all of the required other cost code (e.g. PLATES ) and select the Code command button. The Supplier Search form is now presented which enables selection from the current available supplier codes. Only those suppliers which are flagged within address groups as suppliers can be accessed via this search.

The cursor is located in the search field. Key part or all of the required supplier code (e.g. 8APPL ) and select the Supplier command button. Suppliers matching the entered criteria are displayed and, having selected the required code by highlighting with the mouse, the OK command button is used to confirm this selection (select from available codes using the scroll bar to move up and down the list if required). 

A New Price sub-form is then presented in order that the value of the new Other Cost item may be entered. The value should be entered and the OK command button selected. The new Other Cost is now displayed within the Individual Edit Selection form. 

Only one selection for each individual Cost Type is allowed per contract.

This option is only displayed if the Reference and Invoiced fields are complete. A Payment from, which may be viewed but not edited, is now displayed detailing the following values: 

  • Order Goods Value

The original order value of the entire vehicle specification.

  • Invoice Goods Value

The value to be invoiced for the entire vehicle specification.

  • Invoice VAT Value

The VAT value related to the Invoice Goods Value for the selected specification item.

  • Invoice Total

The total of the Invoice Goods Value and the Invoice VAT Value figures.

It is necessary to enter this option initially to establish if the values for any of the order specification lines are incorrect. If it is necessary to amend a value (for example, if the received invoice differs from the order) then this option should be exited and the Individual Edit option taken to amend the required value.

The following command buttons are now made available:

Posts to the Invoice Pending File ( Ipend ) the selected transactions for the purchase of this vehicle. This includes any item that is quoted as a cash item (in this case, the system generates a sales invoice entry for this item as well as a purchase entry).

For an order that is already taken into Stock (i.e. a posting is made to the Nominal Ledger to reflect that the vehicle is received), the process of posting to accounts reverses out the receipt value posting against the completed transaction.

All invoices posted to or produced within the Fleet System are posted in the first instance to a file called IPEND . This is an area where invoices, both sales and purchase, are validated before printing and final posting to the accounts system via the invoice buffer.

The transaction now sits in the Pending Tab within the Contract Review screen.

The status of the order is now ...

This option performs the same function as Post in that the completed transactions are posted to accounts. However, these transactions are held on the Purchase Ledger as "held invoices" and as such cannot be paid until released for payment manually.

Aborts from the current operation and returns to the Invoice Entry Tab without taking any action.

This menu option allows the registration number to be amended and various details of the vehicle / contract to be updated.

This option is currently disabled.


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