Coding Invoices

To code a phase 1 posted invoice, you must provide the invoice and supplier number, or the "our reference" of the invoice, and enter nominal ledger codes for the detail lines.

Below is a sample layout.

		Authoriser	manager
				Effective Date	01/05/2000				Invoice:
							Supplier	S001	Inv Date:

Invoice No.	Rate	Invoice Date	Invoice Total	Our Reference	Nominal Code	Project Code	Exp/Rev Code	Goods	VAT Code	VAT Amount
REGINV6	1.00	28/11/2008	235.50	IN000432	1-01-10-01-003			100.00	V	17.50
					1-01-10-01-002			100.00	PV	18.00

In this example, the invoice header information is included. However, not all invoice header information can be changed. The following fields can be changed:

Effective date
Analysis fields
Reference Number
Authoriser and authoriser date (Changes will be saved immediately to the PL Item)
DA0904 Fields

There are two methods available for quick retrieval of invoices:

Browsing invoices by invoice number or our reference
Speed entry of our reference numbers

Once the invoice is coded, you can save to Sage by selecting Save from the PL Code Reg. menu.

You can validate before saving using the validate option. However, the Save option will also validate.

Note:

Invoice totals cannot change. You can change the analysis for the invoice, but the total must be the same.
There is a batch number range, but that is only used when downloading batches. It is ignored when saving, and the invoices in the sheet can be from different batches.