How do I log a purchase invoice as an expense against a unit?

Summary

The following article explains how to 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 in stock. Examples might include custom paint jobs, bodywork repairs and so on. 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.
• 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 expense supplier?" flag is flipped to 'Yes'.
  • If you want to attach a default Expense Category to the supplier, enter it in the "Default Vehicle Expense:" field.
  • Click [Done] and [Accept] to save changes.
• At "Document No", enter the document number that you are posting.
• At "Date", enter the document date.
• At "Description", enter the stock number of the vehicle to which the expense relates.
• 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 which to allocate the document.

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 to this vehicle.
• In the "Category:" field, enter the expense category for the posting or press <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 an expense to another vehicle.

• Once all the details are filled in, press [Done] and [Accept].

See Also

• Vehicle Expenses Explained
• How do I Find a Cost Centre?

Feedback

Thank you for using our Knowledge Base, we value your feedback. Did you find this article useful? 'Yes' or 'No'

Keywords AND Misspellings

Expense, Invoice, Supplier