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InvoicesInvoices
The most important document data are included in the Invoices panel: about the supplier, document ID and date as well as other vital information:
Journal Entry Data
Shortcut:  
| Number |
It is a unique document (journal entry) serial number which consists of a two-digit year code, three-digit document type ID and a four-digit serial number.
The number is automatically generated by the program and it cannot be changed. The following function of inserting documents is used in order to insert deleted documents and set the serial number counter optionally.
By double-clicking the document ID you open the Document Types register of that journal entry, in which the document is created.
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| Date Posted |
Here is the posting date or the journal entry creation date (by default the current date).
Shortcut: 
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| Target Date |
Here is the period date, in which the journal entry and posts belong to. By automatic posting of invoices received and issued it should be entered together with the data for journal entry creation. By manual posting this date is by default equivalent to the posting date.
Shortcut: 
When creating financial statements and overviews the period date, to which posts belong, is used!
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| Clerk |
The clerk, who created the journal entry. By default that is the user, who is currently logged on. |
| Note |
A window for entering the additional note to the journal entry. The maximum lenght of text is 2048 characters.
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Invoices - General
Shortcut: 
| ID |
It is a unique document number which is composed from a two-digit year code, a three-digit document type ID (the same as with the Document Type register) and a six-digit consecutive number.
The number is automatically generated by the program and it cannot be changed. The following function of inserting documents is used in order to insert deleted documents and set the serial number counter optionally.
By double-clicking the document ID you open the Document Type register of that journal entry, in which the document is created.
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| Approved |
You confirm the field when the document is approved by the person responsible.
Approved document data cannot be changed! In such a case you have to change the document status (uncheck this option), enter the necessary corrections and post the document once more.
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Until the invoice gets approved you cannot select it for automatic posting in the default settings! |
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| Supplier |
The supplier is a person, to whom you pay for the goods delivered or services rendered. With transfers to subject accounts and the general ledger the payable will be posted to this subject. |
| VAT Date |
The VAT date from the invoice received. This date is used in the VAT records for consideration, in which tax period the document belongs. |
| Receiving |
Date of receipt of goods or date when service was provided. |
| Invoice Received |
Receipt date of an invoice.
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| Invoice: |
This is the first linked document - the ID of the supplier invoice.
Dates and linked document IDs may in automatic posting be transferred to the subject accounts/general ledger in the linked document entry field. When posting invoices received to the general ledger you can usually post the first linked document, i.e. the ID and date of the supplier invoice.
PA checks and notice user when already exist exact same invoice number for the supplier.
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| Invoice Date |
The date from the linked document 1 - date from the supplier invoice. |
| Department |
Select the department, which enables you to assign the issue to a specified department, cost center, profit center... within the company. The data about the default department is searched by the program in the following order:
- if the department is already selected in the document type, the data entered here shall be used for the department
- otherwise the department to which belongs the clerk/user, who created the new document, is used.
This data is used as the default value for department data in the document line.
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| Currency |
The default currency that can be found in the settings is displayed. Yet if you selected the default currency in the Supplier register, this one is used. The currency can be selected directly from the Currency register. |
| Due date |
It displays the invoice due date. The base for calculation of due date is by default the invoice date unless some other base is selected in the program parameters . Due date is the selected date + the number of days due. The number of days that are due can be found in the Supplier register under Financial Details. |
| Payment |
It displays the default payment method from the Supplier register. It can be also changed. |
| Purchase |
It displays the default payment method from the Supplier register which can also be changed. The method sued in searching for tax type depends on the purchase method. In order that your VAT records are correct it is decisive that the correct purchase method is selected! |
| Amount Due |
It displays the total payment amount due to the supplier (in local currency)
- If you purchase from domestic subjects, the value of goods is assessed according to purchase prices + VAT amount.
- If you selected the Import or Non-resident purchase method, the value of payment is equivalent to the purchase price with VAT excluded, since by this purchase methods you need do not pay it to the supplier of goods.
The calculation and meaning of the common document amounts thus varies regarding to the purchase method. If you were to subsequently change the purchase method, after the items have been entered, it is recommended to use the Additional item calculation function.
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| Date of goods received |
by default it is equivalent to the VAT date, which may be changed if needed. |
| Date of invoice received |
by default it is equivalent to the VAT date, which may be changed if needed. |
| Doc 2 |
Document 2 from goods invoice. |
| Date Doc 2 |
Date of the Document 2. |
| Payables Account |
Account for posting liabilities. |
Data on value
(Certain fields are already described in detail with the invoice receivable - see Data on value.)
| Clerk |
depending on the setting the program as the clerk provides the user, who logged in the program or the clerk, who is entered in the customer register.
Whether we can modify the field (select the clerk), is specified with the setting in the program parameters. |
| in Currency |
value of goods in the foreign currency (prices in currency).
- If the purchase in question is from the domestic subjects, it is the value of goods by purchase prices VAT excluded.
- With the Import and Nonresident purchase method the purchase value is in the foreign currency and is thus equivalent to the value of the foreign currency invoice of the supplier (value of claims to supplier in foreign currency).
The calculation and meaning of common document values thus varies regarding the purchase method. If we subsequently change the purchase method after the items have been entered, it is recommended to use the Recalculate Lines function.
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| Exchange Rate |
The National Bank exchange rate is displayed on a date, which was selected in the settings. It is used for recalculation from a foreign to the local currency and to post to subject accounts/general ledger.
You may also manually enter or change the exchange rate.
If the exchange rate was changed subsequently to the entering of the document lines, you have to make use the Recalculate Lines function, in order to calculate the document amounts on the basis of the new exchange rate ! |
| Total |
Here is displayed the total value of the document lines (in local currency) according to valuation prices, i.e. in the value that shall burden the inventory. |
| VAT |
The value of VAT included (in local currency). |
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Amount Due
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The field in which you can enter the total value of the invoice received.
- If you enter the total value of the invoice received, the program will not allow you to close the entry to this document, until the sum total of values of all the lines is not equivalent to the value entered here.
- If data is not entered, the control is not performed.
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For a description and use of data in transactions see Transactions. |
Copy Invoices from Selected Documents
Function can be found on wizard  .
The functionality allows the user to duplicate invoices from the selected document. Copying invoices can be useful when user received same invoices each month.
Proceed as follows:
- Open a new document first,
- set Target Date in the header and
- call journal to copy invoices from selecting document by using the wizard.
It opens a new window where you select journal entry and, where necessary, change dates.
With Duplicate button invoices will be copied. We get the message Copying complete! and can see all copied invoices. Invoices are prepared for posting.
With Cancel button the process can be aborted.
Clone Record
It is very similar to the process Copy Invoices from Selected Documents described earlier. The difference is that we need to be on the document we want to clone. By copy document we have an impact on journal entry date, with clone records not. It happened on todays' date.
After click on button Clone Records  we will get new window. We need to review, enter or change dates if necessary and confirm the clone process with Duplicate button.
The new journal entry will have Target date equal to Date posted which is todays' date.
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