Purchase Ledger – Enter Invoices On The Register

Purpose:
As part of the standard configuration the system contains a Purchase Invoice Register. This allows supplier invoices to be received by the accounts department. Invoice details can be input and the invoices sent out to line managers for authorisation – either electronically (e.g. emailed as a scanned copy) or manually. Once authorised, supplier invoices are then posted electronically to the purchase and nominal ledgers. Please contact your local Prelude distributor for any help or advice as required.

Use the Purchase Register to record all supplier Invoices on the system as soon as they enter the organisation. It is often useful to date stamp the invoices on arrival. Chase up unauthorised transactions by listing register items.

The process uses the same tasks for both supplier invoices and credit notes. The forms used are the same as for posting purchase invoices and credit notes directly to the ledger. The process described is that used for supplier invoices.

Preparation:
The following list of possible preparation steps will help you decide if you need to do anything before processing and if you need help.
Select a company – see Change Companies.
Obtain an up-to-date supplier list – see Supplier Listing.
Obtain an up-to-date nominal code list – see List Chart of Accounts.
Ensure supplier details are up to date – see Create & Edit Supplier Accounts.
Set the default transaction date as required – see Change Accounting Date.
For first time use only: Activate the Register. On the main menu click View > Parameters > Purchase Parameters – General Page. Select Yes on Use purchase register.

Processing:
On the main menu click Daybooks > Purchase Daybook > Post Invoices to open form – see Purchase Daybook Post Invoice Form.
Either: select required supplier, or type in a new account number then click Yes on the message box to create a new account – see Add Supplier Account Form – remember to enter the supplier’s full details as soon as possible – see Create & Edit Supplier Accounts.
Post the credit note nett of VAT amount to individual Nominal Ledger Codes line by line using the mouse or tab keys to navigate along lines and Return to accept the items and move to the next line.
Click OK to accept and update records.

Balancing/Reconciliation:
Copy supplier documents (if required) & distribute to relevant managers to authorise and return.
Print/display a list of items periodically to enable you to chase those outstanding – see List Purchase Register Items.

Filing:
Note the PI number on the invoice and file in this order.