Purchase Invoice Transactions

Use this window to view purchase invoice transaction information or add a new transaction. The fields contained in this window are described below, for information on adding a new transaction see Creating a New Purchase Order Transaction.

  • Go to Accounts > Purchase Ledger > Purchase Invoices in the main menu bar.
  • In the Hot Area of the screen, Search for the transaction number you require or use the drop down menu of search options in the search window.
  • This window contains :

    Communication Button

    Make a communication against the transaction. For more information see Adding a Communication.

    Transaction Type

    The transaction type e.g. PINV - Purchase Invoice will be displayed here.

    Final Transaction Required Tick Box

    This box will be checked if the transaction is final.

    Home Currency Button

    If the transaction was done in your secondary currency, click on this button to change the value to that of the home currency.

    Tran. Date

    This field displays the date of the transaction.

    Year and Period

    This field displays the financial year the transaction was posted to and next to this, and the accounting period of that year.

    Auto Reverse Tick Box

    This will be ticked if the transaction is to be automatically reversed at month end.

    Company & Contact Code

    Displays the account number of the company the transaction relates to and then the contact. Clicking on the contact code will change the description field from the company name to the contact name.

    Inv./Crd Number/Purchase Order Number

    The invoice/credit number and the purchase order number will be displayed here.

    Supp. Order No.

    Any supplier order number entered against the order will be displayed here.

    Due Date

    This field displays the date the transaction is due to be paid.

    Method

    The method of payment used.

    Cleared

    The date the payment cleared.

    Additional Information

    Clicking on the Expand button brings up additional information regarding the payments, such as bank account details.

    Secondary Currency

    Displays the secondary currency used in the transaction and the exchange rate between the base and secondary currency.

    Base/Secondary Currency Priority Tick boxes

    Displays which currency takes priority when the exchange is adjusted. If Base Priority is selected and the exchange rate is changed then the foreign currency value of the transaction will change and the home currency will remain the same. If Secondary Priority is selected and the exchange rate is changed then the home currency value of the transaction will change and the foreign currency will remain the same.

     

    In the bottom half of the window is a set of three tabbed pages relating to the Transaction.

    1.Transaction lines Tab

    The transaction lines page has information which relate specifically to the Items and nominal codes relevant to this Transaction.

    There is a Reverse button in the bottom left hand corner (+/-) to reverse the transaction i.e. to swap between a positive and a negative goods value if they have been entered incorrectly.

    This page contains a grid listing the transaction lines. To view these details either click on the line and click the Edit Button, or double click on the Line Number.

    The following is then shown regarding the Item

    • Item Code
    • Total Quantity
    • Item Description
    • VAT Code
    • Goods Value, VAT Value and Total Value
    • Nominal Code 
    • Cost Code
    • Event/Publication Code
    • Contract Number and Contract Line
    • VAT Country (if the Expand button is clicked)
    • Interface Date - the date this transaction was interfaced with the accounting software your company uses in addition to BusiPro (if the Expand button is clicked).
    • Auto Allocation Reference

    Click on the Done button to return to the previous screen.


    2. Transaction Communications Tab

    Contains a grid listing the communications made relating to this transaction. To view any of the communications in more details or to edit any communication made by yourself, click on the communication and click on the Edit Button.

    Communications Type Filter

    Choose a communication type from the Combo Box to view only communications of this type.

    Draft Prints

    This field displays how many times the transaction has been printed in draft (unfinalised) e.g. proforma purchase order.

    Final Prints

    This field displays how many times the transaction has been printed in final (finalised) i.e. printed as an purchase invoice.


    3. Company Details Tab

    The Companies Details page displays the main address and contact of the company to which this Transaction belongs.

    4. Job Splits


    Account Enquiry
    Creating a New Purchase Invoice Transaction
    Purchase Payment Transactions
    Creating a New Purchase Payment Transaction