Module 3: Suppliers

Contents
Create a Supplier Record ........................................................................... 3 Enter a Purchase Invoice ............................................................................ 5 Editing and deleting the invoice................................................................. 8 Making a Payment ...................................................................................... 9 Making a partial payment ......................................................................... 11 Using the Purchase Batch Input................................................................. 13 To input purchase payments using the batch input ................................... 16 Edit or Delete a Purchase Payment ........................................................... 20 Enter a Purchase Credit Note ................................................................... 23

Create a Supplier Record

Press the Purchases menu tab and then choose the Supplier details button.

If this is the first time you have entered a supplier, the screen will be blank. In future when you open this screen, it will show the details of your most recently viewed supplier. Click on the New button to bring up a new supplier details form.

Notes on completing the form: Only the Code and Name are compulsory fields, the rest are optional. The first field you need to enter is Code. The code needs to be unique to each supplier, as some of your customers may have the same name. You can use up to 20 digits (letters and numbers).

Fill in the company Name. Enter the company Address and Postcode. Select the Country from the drop down menu. Enter the Phone and Fax number. Enter the Email address, the Contact, and Salutation (the name of the person any emails should be addressed to). If desired, enter a Default nominal (GL) code if most of the orders from this supplier are for the same type of product or service. If required, you can always overtype it on an individual invoice. Enter the VAT/ tax number. Enter the Default VAT/ tax code if desired. You can always overtype it on an individual invoice if you need to. Enter the Terms (number of days until payment is due) or tick the end of month (EOM) box if required. Enter the Bank sort code and Bank account no. You can put a supplier account On hold using the drop down box. You can use the Notes field for your own records.

Press Save. You can change any of the details at a later date.

Enter a Purchase Invoice

Press the Purchases menu tab and then the Invoices received button.

If required, choose the correct supplier in the drop down Search box. It will default to the last viewed one.

When you have the right supplier, click on the New invoice button.

When the record is saved, the software will automatically fill in the Our number and Period/ Year end fields. The next number in the sequence or records will be chosen. Fill in the Delivery date and Invoice date. If you put a full-stop [.] and press tab in Delivery date it will default to todays date and automatically fill in the other two fields. The software will supply the settle date based on the terms you input for this supplier record. You can overtype any of these dates if you need to.

The Deliver to and Their ref fields are optional. There is also a Debit note field if you need it. The software will complete the Paid field once the invoice has been paid.

Click on New line to enter the line items on the invoice.

Enter the Details followed by the Quantity and Price. The Net will be automatically worked out. If you only know the gross amount (the price including tax) then type that figure into the price field and press the Gross to Net (G>N) button. The software then calculates the correct Net figure and completes the rest of the line for you.

Select the VAT code in the VC drop down box. The VAT will then be automatically calculated for you. Select the Nominal code from the drop down list. The Line total is the gross amount of that line.

Press Save to complete the record. Once you have saved the line, you can add additional lines by pressing the New line button.

Editing and deleting the invoice

If you need to edit the header information, for example to add their reference number, you can edit what you need to and then click Update header only. This will save the changes you have just made.

To edit the line details, press Select next the desired line, change the details in the fields below, then click Save.

Press Delete next to the line to delete it.

Making a Payment
Press the Purchases tab and then the Make a Payment button.

Select the correct Supplier.

Tick the Select box next to the invoice(s) you wish to pay. This will automatically enter the Amount below.

Choose the required Bank account from the drop down menu. Enter the Date (compulsory), Their ref and Our ref (optional).

Press Save/ Allocate to allocate it. The invoice will be shown as paid and will be removed from the list above.

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Making a partial payment

Tick the Select box next to the invoice you wish to allocate a payment to. Overwrite the figure in the To allocate box to the amount you wish to pay. Enter the other details and then press Save. Once saved, the Invoice will now show the remaining amount left to pay.

Entering an unallocated Purchase Payment

To enter a purchase payment without allocating it to a purchase invoice, simply enter the details and Amount in the amount received section below.

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Press Save/ Allocate and it will appear as a purchase payment above.

To allocate the payment to an invoice, tick the Select boxes next to the corresponding invoice and receipt. You can select as many receipts and invoices as required. The Amount field below should equal zero. Press the Save/ Allocate button below and they will allocate and disappear from the list.

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Using the Purchase Batch Input

This help document will show you how to input purchase invoices and purchase payments through the batch input process. The batch input has been designed to speed up the entry of purchase invoices and purchase payments on Liquid Accounts.

To input purchase invoices using the batch input

Please note that the inputting of purchase invoices through the batch screen will not allow you to raise multiline invoices, if you need to raise a multiline invoice you need to use the standard purchase invoice input method (in the help section refer to Purchases/ Enter a Purchase Invoice). Select the Purchase tab at the top of your screen, and then select the Batch button.

Select Purchase Invoice from the drop down menu.

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Enter the date of the purchase invoice that you are entering. Alternatively press full stop (.) then tab to enter the current date.

Enter the supplier code into the Supplier box and select from the drop down menu that appears.

Enter the desired purchase invoice number into the Inv. no. box. Alternatively, if you leave it blank it will automatically select the next available purchase invoice number.

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Enter your desired product detail into the Detail box, and then enter the Net amount.

Enter the VAT code from the drop down list in the VC box. The VAT will be automatically calculated in the VAT box.

Select the Nominal code from the drop down menu in the Nominal field.

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Press Save and it will appear underneath with any other purchase invoices that havent been sent yet. Press Post to complete them.

To input purchase payments using the batch input

Select the Purchase tab at the top of your screen, and then select the Batch button.

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Select Purchase Payments from the drop down box, and then enter the date of the purchase payments you are entering. Pressing full stop (.) and then tab will automatically select todays date.

Select the Supplier ID from the Supplier drop down menu.

In the Our ref box, put in any details appropriate, for example a cheque number. In the Their ref box put it any appropriate details, for example the invoice number.

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Enter the net amount into the Net box. Select the bank account it will be paid out of from the Bank box.

Press Save and it will appear underneath. You can select to view the entries made by the current user or all users if you have more than one. Simply choose from the drop down menu.

If you wish to delete a transaction, press the Delete button next to the line you wish to delete. To edit a transaction, press Select next to the line you wish to change and then change the details above. Press Save to confirm the changes.

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After you have saved the transaction, the details will remain in the boxes above. This will allow you to add numerous similar entries quickly. You can overwrite any of the boxes by selecting them and entering new details. Pressing Post will then complete any receipts that have yet to be completed.

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Edit or Delete a Purchase Payment

This help document will show you how to edit or delete a purchase payment on Liquid Accounts. Select the Purchases menu tab at the top of the screen, then the Invoices Received menu option.

Ensure you have the correct customer selected. If not, use the search function at the top of the screen to select the correct customer. Find the purchase payment that you wish to edit or delete in the list. Press the purchase payment number as highlighted in the box below.

Depending on whether the purchase payment has had invoices allocated to it or not will then determine how the next screen will look.

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The figure below shows a payment with no invoices allocated against it and has not been reconciled, therefore the payment can be deleted or fully edited.

If you selected Edit, then you can now make any changes you need to and then press the Save button to save the changes.

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Editing or Deleting Purchase Payments with Invoices allocated against them

If the purchase payment has had invoices allocated against it, they will be shown on the right-hand side of the screen. You can still edit elements of a purchase payment such as date and bank account by pressing the Edit button, making your changes and then pressing the Save button. If you wish to delete or edit any other aspect of the payment you will need to unallocate these invoices from the purchase invoice before the purchase payment can be edited. In order to unallocate the invoices, press the Unmatch Invoices button.

Once the Unmatch Invoices button has been pressed the screen will update and it should show no allocated invoices. The purchase payment can now be edited by pressing the Edit button or deleted by pressing the Delete button.

Purchase Payments that have been Bank Reconciled

If a purchase payment has been bank reconciled, when you try and edit it a warning box will appear. You will need to go out of this screen and into the bank reconciliation and unreconcile the transaction before the system will allow you to edit it.

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Enter a Purchase Credit Note

This help document will show you how to enter a full or partial credit note. A credit note is used when full or partial credit has been issued by the supplier. Please note that a credit note has to be allocated against the original invoice.

Full Credit Note

Press the Purchases tab and then the Invoices Received button.

Select the invoice you wish to create a credit note for. Click the number to select it.

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Press the Create credit note button.

Enter the header details. You may wish to record in the Debit note box that it is credit for a particular invoice. If you make any changes press the Update header only button. You will notice that the total of the credit note is now a negative amount.

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To allocate the credit note with the invoice, go to Make a payment.

Tick the Select box next to the purchase invoice and credit note you wish to allocate. The Amount should equal zero [0] for a full credit note. Enter the details and press Save. They will now be allocated.

Partial Credit Note

There are two ways to create a partial credit note. You can follow the method demonstrated for a full credit note; simply deleting the lines that you dont want to be included in it. Alternatively, as the example below demonstrates, you can create a new invoice with a negative [ - ] amount in the line details.

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Press the Purchases tab and then the Invoices Received button.

Select the supplier you wish to use and then press the New invoice button.

Enter the header details and then press New line. You may wish to record in the Debit note box that it is credit towards a particular invoice.

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Enter the line details. Ensure you put a negative amount [ - ] in the Qty field and have it attributed to the same Nominal code as the original invoice. Press Save. Enter any additional lines as required.

To allocate the invoice with the credit note, go to Make a payment.

Tick the boxes in the Select column next to the relevant invoices. In the To allocate column, edit the figure of the original invoice to match that of the credit note. The Amount should equal zero [0] below. Enter the details and press Save to allocate.

Once the credit note has been allocated, only the amount left to pay will be shown on the list. 27