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General data in Received invoice
On the General tab, we found all the key fields for creating and managing an received invoice, including supplier details, dates (invoice, delivery, VAT, due), payment method, currency, warehouse, linked documents, delivery type, department, status, responsible person, clerk, and reference information.
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IMPORTANT
When creating new invoice also item lines are added at the bottom of the General tab.
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| Supplier |
Person who sells goods or services. In this field, you can search the suppliers by their tax ID number and/or name. |
| Subject |
An additional subject, by default the same as the first person, because the program automatically enters data here. You can also change this field and use combinations Supplier/Carrier. |
| Status |
Select the status from the drop-down menu taken from the Statuses register.
There two predefined statuses:
- Not approved – Document has not been approved by a responsible person yet.
- Approved – Document has been approved by a responsible person. If a document is approved and you want to change data, the program issues a warning: "Document already confirmed. Continue anyway?"
If PAW is using the LX or LT database, the third status is available: Posted. It enables documents (invoices etc.) to be recorded as open items (IOP forms) and in Payables and receivables.
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| Warehouse |
Select the warehouse to which you want to receive goods. The field shows the default warehouse from the Document types register, predefined in the database. If a warehouse is not entered, the program will issue a warning: The warehouse must be specified. |
| Payment method |
Select the payment method from the drop-down menu. The Payment methods register is predefined in the database. In PANTHEON Web Light, you cannot add new or change existing payment methods. You can only add or change them with PANTHEON licenses LT, LX, SE, ME and MF. |
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Received
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Date of receiving goods or services. On the stock card, this is shown as the Date received.
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Received invoice
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Date of receiving the invoice. This is one of the mandatory pieces of data in VAT Invoices received.
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VAT
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VAT date. The program uses this date in the VAT records to decide which tax period the document belongs to.
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Date due
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By default, the base for calculating the due date is the invoice receiving date. Date due is the document date + the number of days for due payment. These two pieces of data are interlinked: if you change date due, the number of days for payment will automatically change (and vice versa).
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Reference
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The field is automatically filled in if you enter the number of a received invoice under Document 1. You can also manually enter a reference.
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Currency and rate
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By default, the currency used is from the General settings in PANTHEON. If you selected a default currency for the selected supplier in the Suppliers (Subjects) register, that currency will be applied.
It is necessary to select the currency before adding items into lines.
If you change the currency in the header on an already created document, the program issues an IRIS message: Change currency in document header.
The exchange rate applied here is by the Bank of Slovenia, shown on one of the entered days selected in Settings. You can also manually enter or alter the exchange rate. If you alter the exchange rate after having added items to document lines, an IRIS message pops up: Change currency in document header.
When adding from one document to another, it is necessary that an exchange rate (on 1 January) is entered at the bank defined as the Central Bank in the Administration Panel in PANTHEON.
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Deliver via
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The default type of delivery is applied from the Subjects (Suppliers) registers. You can also select a suitable delivery from the register afterwards.
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Document 1 - Invoice nr.
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Here, you can enter data about the number and the date of the linked document. The name of this field will be automatically applied to the Reference field.
This field’s name can be changed in PANTHEON with licenses LT, LX, SE, ME and MF.
If entering a linked document is marked as mandatory in the Document types register in PANTHEON and you try to complete a form without this data, the program will issue a warning: Linked document must be defined.
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Document 2 - Packing slip
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Mode of entry is the same as for Order/Linked Doc 1. This data can be used for entering the number and date of the packing slip received from a supplier.
This field’s name can be changed in PANTHEON with licenses LT, LX, SE, ME and MF.
If entering a linked document is marked as mandatory in the Document types register in PANTHEON and you try to complete a form without this data, the program will issue a warning: Linked document must be defined.
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| Purchase type |
The Purchase type field defines the type of purchase based on the supplier’s tax status or transaction type and determines the correct tax treatment of the invoice. |
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Responsible person
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The program applies the user logged into the program, but the responsible person can also be changed. It can be for example the sales representative who made the deal, and this can be the base for tracking transactions by individual employees.
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Clerk/Created by
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By default, this is the user logged into the program. This data cannot be changed.
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| Doc. type |
In the Doc type field, you can select between preprepared document types.
In PANTHEON Web Light, you cannot add new or change predefined document types. You can only add and change them with PANTHEON licenses SE, ME and MF.
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IMPORTANT
Authorizations for Document types are set in PANTHEON. Read more about setting authorizations at this link.
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| Note |
Window for entering a note onto the document. |
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