Dealing with bills from suppliers is a regular business activity. The administration burden needs to be a low as possible. In order for the process to be as easy and simple as possible a few minutes spent setting up supplier details in advance is well spent. If an organisation is not registered for VAT, then there will be no references to VAT in the displayed screens, also therefore ignore references to VAT below.
Receiving supplier bills process in summary
- Ensure details of the supplier sending the bill are set up or
- Create supplier details as the bill is entered
- If the organisation is using Branch (Funds for Not for Profit)and/or activity analysis, set up branches (funds) and activities
- If you are collecting expense details for taxation P11D purposes, ensure the feature is activated and the appropriate employee is set up. (Please contact your advisor for more information.)
- Create the Bills Transaction
- Pay the bill
Supplier details are entered via the Expenditure menu.
Expenditure - Suppliers - Add Supplier
Enter details in the Add Supplier Screen. More Information is available in the Setting up a Supplier topic. New supplier details may also entered during the Add Bill process.
Branches, Funds and Activities
Branch, Funds and Activities Information is also set up via the Control menu.
Control - Branches and Activities - Add Branch/Activity
Control - Funds and Activities - Add Fund/Activity
P11D recording is activated via the Optional Features tab, under the Organisation Profile.
Control - Organisation Profile - Optional Features Tab
Activate P11D recording by ticking "Personnel P11D Expenses and Benefit Tracking". Further information is available both from your advisor and P11D and Online Filing - Overview and Setup topic. Ensure that the appropriate employee is set up.
Payroll(or People) - Add Employee
Creating a Bill Transaction
Creating a bills transaction is accessed via the Expenditure menu.
Expenditure - Add Bill or Credit Note
A two-tabbed screen is presented. Note that if the Prompt for Analysis box (set in Profile) is ticked then when transactions are entered which require analysis to branches, Funds, Activities or P11D reporting; the analysis tab is presented first by default so that the required analysis is not forgotten.
Supplier Bill Tab
Select the Supplier from the dropdown list or + button to enter the details for a new one. Make sure that a duplicate supplier is not being created.
Enter any supporting Purchase order number Terms will default to any terms entered when the Supplier was set up;amend as necessary. Enter any Reference information required. The Date defaults to to-days date, this to can be amended. This date is the transaction date for system recording.
If the Tax Point of the transaction for VAT purposes is different, enter the correct date in the Tax point field. Leave blank if not used. If required the Memo field can be used to enter free format descriptive text, it can be left blank. The system will provide a purchase file reference number (that may be used is a document filing process) when the transaction is submitted and until that happens the field displays TBA (To be Assigned).
The line items that make up the Bill value now need to be added. A line item is a particular purchase item shown on the transaction. In many instances there may only be the one.
ADD ITEM accesses the Account input. Select the Account from the drop-down. A Learned accounts listing with a default will be presented if previous transactions have been associated with the particular Supplier. Clearing the filter allows the selection of different accounts. See note below on Learned Codes. A Default value, if it exists, for the VAT Rate (If VAT registered) is shown. The default may be overridden.
Enter the Net Amount of the line item, the VAT Amount is automatically calculated from the VAT Rate. It can be overridden if necessary. Enter a Memo entry if required. If the expense needs to be related to a particular Customer, because it is an expense that will be reimbursable by the customer, select the Customer from the drop down list.
SAVE ITEM button confirms the entry. Clicking ADD ITEM button on each occasion allows user to enter further Line items. UNDO ITEM cancels the current line item data.
The analysis tab allows for further details to be added for recording if the business is using the Branches and/or P11D recording. If these features are not in use, nothing needs to be added in the analysis tab.
Select an appropriate Branch, Fund or Activity if this invoice is to be so analysed.
When all line items have been entered and analysis selected as required clicking SUBMIT posts the transaction. A confirmation message appears at the top of the screen together with the unique Purchase File Reference Number.
To create an extract file for BACS/online banking purposes From the Reports menu go to Unpaid Bills
Reports - Suppliers - Unpaid Bills
Select the output type as BACS/DD and confirm the date. Select the File format.
Editing a Bill Transaction
After a bill has been created it may be edited. If a bill (or the bill payment if the entity is using the cash VAT scheme) has been included in a VAT return then the details of the bill may only be viewed they cannot be changed or the bill deleted. Likewise if a bill is dated in a closed financial year it also cannot be changed. Edit a bill via the Lists menu.
Expenditure - Bills and Credits
Locate the relevant bill and click OPEN from the Action Box. The full Supplier Bill/Credit Note Maintenance screen (see above) is displayed with the current data. Amend the data as necessary. When editing line item entries, highlight the appropriate line by clicking on it. The information appears in the edit line. Amend as necessary and Save Item to complete. When all changes have been made, clicking SUBMIT saves and confirms the transaction.
Paying a Bill
More information on paying suppliers is available from the Paying Supplier Bills topic.