Purchase Document Verification

Verify & Post allows a purchase invoice or credit to be directly registered from Vehicle Administration > Vehicles > Verify & Post.

There is a set of Parameters in Vehicle Stockbook which controls access to this function.

Menu toolbar

Menu	Icon	Description
File > Exit		Returns the user to the Vehicle Administration form..
Tools > Post		Post is only enabled when all the items on the document have been verified and completed.
Help > Help		Displays this help page. Alternatively, press F1.

The Purchase Document Verification form contains the following columns:

Supplier account: account taken from the Purchase Brief tab on the Vehicle Stockbook record.

Supplier name: supplier's name.

Supplier address: supplier's address.

Supplier postcode: supplier's postcode.

Supplier VAT No: VAT registration number of the supplier, taken from the Purchase Brief tab on the Vehicle Stockbook record.

Note:The supplier details above are not editable in this form. If the details are incorrect change the information on the Purchase Brief tab on the Vehicle Stockbook record.

Invoice / Credit note number: The purchase invoice or credit note number is displayed here. If the Purchase Ledger Batch Input Document numbers parameter is set to M a manually entered document number is required.

Invoice / Credit note date: The date of the Invoice or Credit note. Click the search to select a different date.

Note: The lables on this form change depending on whether a purchase invoice or purchase credit notes is being produced.

Due date: The document due date. Click the search to select a different date.

Posting date: The accounts posting date. Click the search to select a different date.

Supplier reference: Manually entered the supplier's reference. Only editable on an invoice.

Grid

The Purchase Document Verification form contains the following grid. Each line in the grid is a breakdown of the vehicle purchase specification available by VAT code. This is controlled by the Verify & Post system parameters.

Account

Suffix

VAT Group

VAT Code

Description

Goods

VAT

Total

There are three sections at the end of the form: Invoice, VSB and Difference.

Each of them hold the values for:

Only the VAT and Total columns of the Invoice section are editable. Use the two column to match the purchase invoice or credit note totals with the existing values of the VSB record. If the values do not match the Difference section show the value of the correction required. The Difference section must all be at zero before the Post button is enabled.

Note: The Post button will not be enabled until all the information required on the form has been entered. Check the invoice / credit note number, all of the dates, supplier reference and Difference section.