This tab provides general information about this Invoice Received: the type of the transaction, the entity involved, the supplier, its contract, currency, the document basis, and more data, which may depend on the configuration of your system.
If you are manually creating this Invoice Received, make sure that Receipt from Vendor is selected in the Transaction Type field—this enables the fields appropriate for this transaction type.
On this tab, the following fields are required: Company, Contract, Transaction Type, Entity, and Warehouse.
The "Invoice Received (create)" form. The Main tab
In the Company field, you can select a supplier, individual or legal entity, from whom this invoice was received. Select it from the Companies catalog or create a new record.
The Contract field is populated with the default contract of the selected company. If necessary, you can change it by selecting the contract from the list of company contracts list (to open the list, click the arrow button and then select Show all).
<Auto> in the Number field indicates that an internal number for this document is assigned automatically when you save the document. The From field is populated automatically with the current business date. You can select another date, if necessary.
In the Entity field, select an entity of your company which is responsible for the document. The Entity field is available if the Multi-Company Accounting option is selected on: Administration > Settings > General Settings. You can select your personal default entity to appear in documents; for this, refer to Personal Settings. If you have not selected your default entity, the entity defined first will be used as the system default value.
The Basis field is filled automatically, if the invoice received is based on a document of the following types: Purchase Order, Invoice Received, Proforma Invoice Received, Goods Receipt Note, Invoice, Customer Order, Requisition, or Transfer Order. You can manually select the basis document from the list (for this, click Show all from the drop-down list). Once the basis document is selected, the data is copied from the basis to the Invoice Received. If, after you edited this Invoice Received, you want to cancel the changes and reset to the initial details, use the Fill by Basis (
) button – the details from the basis document will be again copied to the Invoice Received.
The Order field is filled in automatically if the Invoice Received is linked to a specific Purchase, Customer, or Transfer Order. You can link the Invoice Received to this order manually; for this, click the arrow button in the field, then click Show all. The list of orders of the selected type appears. If you need to copy the details from the order to this Invoice Received, click the Fill by Order (
) button to the right of the field.
The Requisition field is available if the Enable Requisitions option is selected on the Administration > Settings > Purchasing and Warehouses form. The field is filled in automatically if the Invoice Received is linked to a Requisition. You can link the Invoice Received to a Requisition manually; for this, click the arrow button in the field, then click Show all. The list of Requisitions appears. If you need to copy the details from the document to this Invoice Received, click the Fill by Requisition () button to the right of the field. If the items in this Invoice Received are intended for multiple Requisitions, you can move the Requisition field from the Main tab as a column to the table on the Inventory tab. For this, use the Settings button on the toolbar.
You can link this Invoice Received with a project from the Projects list if the Project Costing functionality is turned on on the Administration > Settings > Project Costing form. If the items in this Invoice Received were purchased for different projects, and you need to specify different projects for different items, you can move the Project field from the Main tab as a column to the table on the Inventory tab. For this, use the Settings button on the toolbar.
If the Enable Project Tasks option is selected on the Administration > Settings > Project Costing form, you can link the entire document with a specific project task or document's line items with multiple project tasks. By default, the Project Task column is available on the Inventory and Services tabs. If needed, you can move it to the document header (the Main tab). For this, use the Settings button on the toolbar.
The Warehouse field is available and required, if the Multiple Warehouses option on the Administration > Settings > Purchasing and Warehouses form is selected. To learn more about configuration options, see Settings: Purchasing and Warehouses.
In this field, you can select the warehouse which is receiving the items. If you need to receive items to multiple warehouses, move the Warehouse field from the Main tab to the table on the Inventory tab where it will appear as a table column. For this, use the Setting button on the toolbar (for more information, see Document Toolbar).
The Bin Location (Cell) field is available if the Enable Bin Locations option is selected on the Administration > Settings > Purchasing and Warehouses form and if the Use Bin Locations option is selected for this particular warehouse. Select the bin location which will store the items in the selected warehouse. If you need to store items in multiple bin locations, you can move the Bin Location field to the Inventory tab where it will appear as a table column. For this, use the Settings button on the toolbar.
In the Comment field, you can enter some additional information.
Notice the hyperlink below the Warehouse field – AED* VAT Applied*Prices Do Not Include VAT on the screenshot above (can be different in your document). The currency of the Invoice Received is defined according to the selected contract. To use other currency in the document, select another contract, or create a new one, if necessary. Click the hyperlink to change the price-related and tax-related settings for the document. For details, see The Prices and Currency dialog box (Purchasing).
Note. If proper taxation option does not appear in the document, check that the VAT accounting functionality is turned on the Administration > Settings > General Settings form and that correct VAT settings are specified for the supplier company (see Companies).
The document totals and other Information
At the bottom of the form, the Discount fields are intended to show the percent of discount and discount amount applied to the document items. The Total Due field shows the document total to be paid to the supplier, and the VAT field shows the total VAT amount calculated for the Invoice Received.
The Prepayment field shows the prepayment amount that was applied to this Invoice Received.
Also, at the bottom of the form, you can view who created this document and the current status of the document; it can be one of the following:
- New (document was created, but not recorded to the database)
- Not Posted (document was recorded, but not posted)
- Posted (document was posted)
- Marked for Deletion (document was marked to be deleted)
The Generate Tax Invoice button
You can generate a Tax Invoice Received for this Invoice Received—first, you need to save the Invoice Received—in one of the following ways:
- Enter the date and number of the Invoice Received from the supplier and click the Generate Tax Invoice button at the bottom of the form.
- Click Generate on the toolbar and then select Tax Invoice Received from the drop-down list of options.
All the details from this Invoice Received will be copied to the Tax Invoice Received.
The toolbar buttons
After filling out the tab, click the Save button to save your work. After filling out all the tabs, click Post to post the document without closing it or Post and close to post and close the document.
Use the Settings button to invoke the Document Settings dialog box that can be used to move specific fields from the document header (the Main tab) as columns to the table on the Inventory or Expenses tab or back.
The Document Settings dialog box
Also, you can consider whether to apply prepayments (advances) automatically. Once you are done with option selection, click OK to save the settings and close the dialog box or Cancel to close the dialog box without any changes to the settings.
For other button descriptions, see Document Toolbar.