Difference between revisions of "How do I log a purchase invoice as an expense against a unit?"
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== Summary == | == Summary == | ||
The following article explains how you can log a purchase invoice as an expense against a vehicle. | The following article explains how you can log a purchase invoice as an expense against a vehicle. | ||
| Line 5: | Line 5: | ||
== More Information == | == More Information == | ||
There are occasions where you may get an invoice from a supplier for work carried out on a vehicle that you have on stock to sell. e.g. custom paint jobs etc. The following process explains how to deal with this. | There are occasions where you may get an invoice from a supplier for work carried out on a vehicle that you have on stock to sell. e.g. custom paint jobs etc. The following process explains how to deal with this. | ||
| + | |||
| + | * Go to {{Menu|Purchase Ledger|Purchase Ledger Postings}}. | ||
| + | * At {{DataPrompt|Doc. type}}, choose {{DataValue|Invoice}}. | ||
| + | * At {{DataPrompt|Supplier:}}, enter the code for or [[How do I find a supplier?|search]] for the supplier the document applies to. | ||
| + | * Once found, get the cursor back into the {{DataPrompt|Supplier:}} field as you need to make sure that the supplier account is set up correctly to log the expense. | ||
| + | * Edit the supplier account by pressing {{KeyPress|Shift-F10}}. | ||
| + | * Select the {{DataValue|Links}} tab and ensure that the {{DataPrompt|Vehicle exspense supplier?}} flag is flipped to {{DataValue|Yes}} | ||
| + | * If you want to attach a default expense category to the supplier, enter it in to the {{DataPrompt|Default vehicle expense:}} field. | ||
| + | * Click {{Button|Done}} and {{Button|Accept}} to save changes. | ||
| + | * At {{DataPrompt|Document No}}, enter the invoice number of the document you are posting. | ||
| + | * At {{DataPrompt|Date}}, enter the date shown on the document from the supplier. | ||
| + | * At {{DataPrompt|Description}}, enter the stock number of the vehicle the invoice is for. | ||
| + | * At the {{DataPrompt|Amounts}} section of the screen, enter the Nett amount of the invoice. The V.A.T. will be automatically calculated. | ||
| + | * At {{DataPrompt|Centre}}, enter the Purchase [[How do I Find a Cost Centre?|Centre]] to allocate the document to. | ||
| + | {{Tip|text=Highlighted in the {{DataPrompt|Amount details}} section of the screen is the Purchase ledger number. This is the unique transaction reference for this document. Write this number on the document as your reminder that it has been posted on the system, and so that you can find it easily.}} | ||
| + | * Now select the {{DataValue|Vehicle expenses}} tab. | ||
| + | * Click {{Button|Add}} to add a new expense. | ||
| + | * Enter in the stock number of the vehicle in the {{DataPrompt|Vehicle:}} field or press {{KeyPress|Ctrl-F1}} to search for it. | ||
| + | * In the {{DataPrompt|Description:}} field, enter in a suitable description for the expense. | ||
| + | * In the {{DataPrompt|Cost:}} field, enter the amount of the invoice to allocate the vehicle. | ||
| + | * In the {{DataPrompt|Category:}} field, enter the expense category for the posting of {{KeyPress|Ctrl-F1}} to search for it. | ||
| + | * In the {{DataPrompt|Type}} field, select the type of expense. | ||
| + | * Press {{Button|Done}} and {{Button|Accept}} to save. | ||
| + | {{Note|text=It is possible to allocate the document to multiple vehicles, if that is the case, just press {{Button|Add}} again to add the expense to another vehicle.}} | ||
| + | * Once all the details are filled in, press {{Button|Done}} and {{Button|Accept}}. | ||
| + | |||
| + | == See Also == | ||
| + | *[[Vehicle Expenses Explained]] | ||
| + | *[[How do I Find a Cost Centre?]] | ||
| + | |||
| + | {{KB_Tags|Expense, Invoice, Supplier}}{{KB_VS}} | ||
Revision as of 16:13, 26 July 2012
 |
This article or section is under review. Be aware: Content may change as the document is reviewed. |
Summary
The following article explains how you can log a purchase invoice as an expense against a vehicle.
More Information
There are occasions where you may get an invoice from a supplier for work carried out on a vehicle that you have on stock to sell. e.g. custom paint jobs etc. The following process explains how to deal with this.
- Go to " Purchase Ledger Purchase Ledger Postings".
- At "Doc. type", choose 'Invoice'.
- At "Supplier:", enter the code for or search for the supplier the document applies to.
- Once found, get the cursor back into the "Supplier:" field as you need to make sure that the supplier account is set up correctly to log the expense.
- Edit the supplier account by pressing <Shift-F10>.
- Select the 'Links' tab and ensure that the "Vehicle exspense supplier?" flag is flipped to 'Yes'
- If you want to attach a default expense category to the supplier, enter it in to the "Default vehicle expense:" field.
- Click [Done] and [Accept] to save changes.
- At "Document No", enter the invoice number of the document you are posting.
- At "Date", enter the date shown on the document from the supplier.
- At "Description", enter the stock number of the vehicle the invoice is for.
- At the "Amounts" section of the screen, enter the Nett amount of the invoice. The V.A.T. will be automatically calculated.
- At "Centre", enter the Purchase Centre to allocate the document to.
 | Highlighted in the "Amount details" section of the screen is the Purchase ledger number. This is the unique transaction reference for this document. Write this number on the document as your reminder that it has been posted on the system, and so that you can find it easily. |
- Now select the 'Vehicle expenses' tab.
- Click [Add] to add a new expense.
- Enter in the stock number of the vehicle in the "Vehicle:" field or press <Ctrl-F1> to search for it.
- In the "Description:" field, enter in a suitable description for the expense.
- In the "Cost:" field, enter the amount of the invoice to allocate the vehicle.
- In the "Category:" field, enter the expense category for the posting of <Ctrl-F1> to search for it.
- In the "Type" field, select the type of expense.
- Press [Done] and [Accept] to save.
 | It is possible to allocate the document to multiple vehicles, if that is the case, just press [Add] again to add the expense to another vehicle. |
- Once all the details are filled in, press [Done] and [Accept].
See Also
