Accessed via Vehicle Purchasing / Purchase Management and selection of the Invoicing
option from the File menu or by selection of the
icon, followed by
the Post Invoice option.
This screen is split into three parts, which are as follows:
In addition to displaying the screen name the Title Bar provides a number of useful buttons.
A Payment To form, which may be viewed but not edited, is 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 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 Invoiced.
Note: If one or more specification items are ticked as Cash Item then the system displays an additional Sales Invoice Value form for each cash item. This form enables the ellipsis button within the Sales Account field in order that the Cash Item(s) may be posted to an altenative account. A recharge line is generated for each cash item specification line within the Pending tab in Contract Review.
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 Purchase Order Invoicing form without taking any action.
Provides online access to a context sensitive Help screen.