Creating Sundry Invoices

Sundry Invoices can be created via the CR Sundry Invoice form.

This form can be accessed from the Financials menu by selecting the Creditors menu option:

Then the CR Vouchers menu option:

Then the CR Sundry Invoice option:

The CR Sundry Invoice form will then be displayed:

To create a new Sundry Invoice select the relevant option from the Transaction Code field and click on the button.

Please Note: Where you have opted to auto generated Voucher Numbers, one will be created automatically. Otherwise you will need to add the Voucher Number before clicking on the button:

Add details to the fields as required (mandatory fields are notated with a red asterisk *).

These are:

Creditor Number: Add the Creditors number to this field. Alternatively click on the Find Creditor button located immediately to the right of this field, . This will open the CR Find Creditors form, which will allow you to search for and select the required Creditor. This form is further detailed in the Creditor Enquiry section. Once selected the Creditor number will be added to this field and the name of the Credit will appear to the right of this field.

Once the Creditor number is added to this field the name of the Creditor will be added to the Creditor Name field, which cannot be changed.

The Address field will also be populated from the Main address on the Creditor record, which is further detailed in the Maintain Creditor Addresses section. This can be changed by clicking on the button located at the bottom right hand corner of the Address field. This will open the CR Find Creditor Addresses screen that will list all the Addresses that are on the Creditor record. Selecting a different Address on this form will replace the details in the Address field with the selected address details. This form is further detailed in the Find Creditor Addresses section.

Department: This will be populated with your default Department. If you have access to more than one Department these will be displayed in the drop-down list so you can select a different Department if required.
Section: This will be populated with your default Section for the option selected in the Department field immediately above. If you have access to other Sections in the Department these will be displayed on the drop-down list so you can select a different Section if required.
Invoice Number: Add the Invoice number to this field.
Ref Number: A further reference number for the Invoice can be added to this field if required.
Invoice Date: Add the date of the Invoice to this field.
Received Date: Add the date that the Invoice was received by your organisation to this field.
GL Date: Add the date that the Invoice transaction is to be added to the General Ledger to this field.
Gross Amount: Add the gross amount of the Invoice to this field.
VAT Amount: Add the VAT amount of the Invoice to this field. If no VAT is payable add 0.00 as this is a mandatory field.

Please note: when adding details to the Gross Amount field and the VAT Amount field, the Goods Amount field on the form will be updated with the net amount.

Payment Terms, Payment Type and Discount Rate: Once a Creditor reference has been added to the Creditor Number field, as detailed above, these three fields will be populated from the Payment Terms on the Creditor record, which is further detailed in the Maintain Creditor Payment Terms section.

These terms can be changed by clicking on the button to the right of the Payment Terms field. This will open the CR Find Creditor Payment Terms screen, which will display all the Payment Terms that are on the Creditor record. Selecting a different Payment Term on this screen will replace the details in these three fields with the selected term details. This form is further detailed in the Find Creditor Payment Terms section.

Alternatively the details in each of these fields can be amended by clicking into the field and typing in the required details.

Override Due Date: If required add a date to this field that will override the original due date that would normally be calculated by the details included in the Payment Terms and Payment Type fields above.
VAT Receipt Required: Please ignore this option as this functionality is not currently being used.
Separate Cheque?: Please ignore this option as this functionality is not currently being used.
Dispute Reason: If there is a dispute with the Invoice, e.g. the goods were faulty, select the relevant option in this drop-down field.
Out Sort Code: Please ignore this field as the functionality is not currently being used,
Payment Method: Once a Creditor reference has been added to the Creditor Number field, as detailed above, this field will be populated from the Payment Method field on the Creditor record, as detailed in the Creditor Maintenance section. This can be changed by selecting a different option in this drop-down field.

Please note: the option added to this field will be used when processing the payment for the Invoice, which is further detailed in the Creditor Payments section.

The options available will be dependant on the set up of your organisation. Organisations that have responsibility for school/academies, e,g a Trust, will have payment method options for the Trust, which will be denoted with a Department of 100, and payment method options for each school/academy, which will be denoted with subsequent Department numbers, e.g, 101, 102, 103 etc.

There will also be separate options for both BACS and Cheque payments. For example BACS payment methods for the Trust will include 100-CRBACS. BACS payments for individual schools/academies in the Trust will include 101-CRBACS, 102-CRBACS, 103-CBACS etc. Cheque payment methods for the Trust will include100-CRCHQ and for individual schools/academies in the Trust will include 101-CRCHQ, 102-CRCHQ, 103-CRCHQ etc.

If the Invoice is to be paid from the Trust, the option selected in the Payment Method field should include the Trust department number, e.g. 100-CRBACS for BACS payments or 100-CRCHQ for Cheques. If the Invoice is to be paid from an individual school/academy, the option selected should include that school/academy Department number, e.g. for BACS payments 101-CRBACS, 102-CRBACS, 103-CBACS etc, or for Cheque payments 101-CRCHQ, 102-CRCHQ, 103-CRCHQ etc.

Ensure that the correct option is selected in this field.

Comments: This field can be used to provide more details on the Invoice.

The following buttons are also available:

: Clicking on this button will open a Lines Grid will open at the bottom of the form:

Add details to the fields in the Line as required (mandatory fields are notated with a red asterisk *).

The required Ledger Code can be added directly into the GL Code column for the Line. Alternatively clicking on the Find Ledger Code button located next to this field: will open the CR Ledger Code Search form allowing you to search for and select the required Ledger Code. This form is further detailed in the Ledger Code Search section. Once selected the required Ledger Code will be added to this field.

Click on this button to add further Lines as required. Please ensure that the total of the Goods Amt. column in the Grid equals the amount in the Goods Amount field in the form and that the total of the VAT Amt. column in the Grid equals the amount in the VAT Amount field in the form.

In addition where the product is an Asset, an Asset Request can be sent to the FinancialsLIVE Asset Management module to create an Asset for it. An Asset Request can be created and sent by selecting the Asset? option on the Line. Creating an Asset in the Asset Management module from an Asset Request is further detailed in the Asset Registration Request section.

Lines on the Grid can be removed by clicking on the button located at the left of each Line.

: Clicking in this button will clear the screen and no changes made will be saved. You will be returned to the initial CR Sundry Invoice form where a Sundry Invoice can be created or searched for.
: Click on this button to create the Sundry Invoice and further buttons will be displayed near the bottom of the screen:

You will also note that the status of the Invoice has changed from to .

The buttons near the bottom of the form are:

: Clicking on this button will save any further changes made to the form, including any changes to the Grid.
: Clicking on this button will delete the Sundry Invoice. A message will be displayed asking for confirmation that the Invoice is to be deleted.
: Clicking on this button will clear the fields. The initial version of the CR Sundry Invoice form will be displayed allowing you to create a new Sundry Invoice or view an existing one.
: Clicking on this button will allow you to add further Lines to the Grid. The Lines in the Grid can still be removed, if required, by clicking on the button located at the left of each Line.
: Clicking on this button will change the Status of the Sundry Invoice to either , in which case it will need to be authorised by a supervisor, or .
: Where this button is a enable, an image of the Purchase Order will be available. Otherwise it will not be enabled. Clicking on this button when enabled and you will be able to view the image.
: Clicking on this button will display audit information for the Sundry Invoice. This is further detailed in the Audit Info section.
: Clicking on this button will allow you to add a note for the Sundry Invoice. Notes are further detailed in the Notes section.
: Clicking on this button will open the CR Invoice Enq screen displaying details of the Invoice. This screen is further detailed in the Invoice Enq section.
: Please ignore this button as the functionality is no longer being used - the button will always be disabled.