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 unit.

More Information

There are occasions where you may get an invoice from a supplier for work carried out on a unit 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 "Unit expense supplier?" flag is flipped to 'Yes'.
  • If you want to attach a default Expense Category to the supplier, enter it in the "Default Unit 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 unit 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 [Unit Expenses] tab.
• Click [Add] to add a new expense.
• Enter in the stock number of the unit in the "Unit:" 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 unit.
• 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 units, if that is the case, just press [Add] again to add an expense to another unit.

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

See also

• Unit Expenses Explained
• How do I post expenses against a unit?
• How do I Find a Centre?

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Keywords AND Misspellings

expense, invoice, supplier