Maintaining PO Invoices

PO Invoices can be maintained via the CR PO 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 PO Invoice option:

The CR PO Invoice form will open:

To view an existing PO Invoice, add the Voucher Number to the field and click on the button.

Alternatively you can search for a PO Invoice by clicking on the Find Invoice button located immediately to the right of this field . The CR Matched Invoice Enquiry form will be displayed, which is further detailed in the Matching PO Invoices section. Once selected the PO Invoice details will then be added to the form, including any details in the Voucher Lines Grid as the bottom of the form.

Amendments can be made theses fields on the form and to any Lines within the Grid displayed at the bottom of the form but will depend on the status of the PO Invoice.

Where any PO Lines have been matched the amounts on the Line can be amended by clicking on the Adj link located to the left of the Line:

Clicking on this link will open the PO LIne Adjustment screen that will allow you to make certain adjustments to the values on the PO Line. This screen is further detailed in the PO Line Adjustment section.

Please note: this Link will not work if the status of the PO Invoice is at or .

The fields below will only be available if the status of the PO Invoice is set at or (mandatory fields are notated with a red asterisk *):

Address: This field will also be populated from the Main address on the Creditor record, which is further detailed in the Maintain Creditor Addresses section. The address can be changed by clicking on the button located at the bottom right hand corner of the 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: The Department in this field can be changed if you have access to more than one Department, which will be listed in this drop down field.
Section: The Section in this field can be changed if you have access to more than one section of the Department added to the Department field immediately above. These will be displayed in this drop-down list.
Invoice Number: The Invoice number added to this field can be amended if required.
Ref Number: A further reference number for the Invoice may be included in this field and can be amended or a new one added as required.
Invoice Date: The date of the Invoice will be included in this field and can be amended if required.
Received Date: The date that the Invoice was received by your organisation will be included in this field and cam be amended as required.
GL Date: The date that the Invoice transaction is to be added to the General Ledger will be included in this field and can be amended as required.
Gross Amount: The gross amount on the Invoice will be included in this field and can be amended as required.
VAT Amount: The VAT amount on the Invoice will be included in this field and can be amended as required. If no VAT is payable this field should included 0.00 as this is a mandatory field.

Please note: the Goods Amount field will display the net amount of the Invoice and will be updated if any changes are made to the Gross Amount or VAT Amount fields on the form.

Where a Grid is displayed at the bottom of the form, the total amount in the Goods Amt. column in the Grid should be equal to the amount in the Goods Amount field on the form.

In addition the total amount in the VAT Amt. column in the Grid should also be equal to the amount in the VAT Amount field in the Grid.

The fields below will also be available where the status of the PO Invoice is set to (mandatory fields are notated with a red asterisk *):

Payment Terms, Payment Type and Discount Rate: 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.

Due Date: This field will display the date that payment is due.
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: A dispute with the Invoice may have been added to this filed, e.g. the goods were faulty. A reason can be added by selecting the relevant option in this drop-down field or it can be removed as required.
Out Sort Code: Please ignore this field as the functionality is not currently being used,
Payment Method: 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 payments for the Creditor, which is further detailed in the Creditor Payments section.

They 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 100 and payment method options for each school/academy, which will be denoted with a subsequent number, 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-CHQ and for individual schools/academies in the Trust will include 101-CRCHQ, 102-CRCHQ, 103-CRCHQ etc.

If the Creditor is to receive payments from the Trust, the option selected in the Payment Method field should include either 100-CRBACS for BACS payments or 100-CRCHQ for Cheques. If the Creditor is to receive payments from an individual school the option selected should include that school number, e.g. for BACS payments 101-CRBACS, 102-CRBACS, 103-CBACS etc, or for Cheque payments 101-CRCHQ, 102-CRCHQ, 103-CRCHQ etc.

Comments: Details may be added to this field to further describe the PO Invoice, which can be amended if required, If the field is blank details can be added.

The details in the Grid can be amended if the status of the PO Invoice at set at or . The Lines on the Grid can also be removed by clicking on the button located to the left of each Line.

The details on the Grid cannot be amended or any Lines removed if the status of the PO Invoice is set to .

The buttons below will be available if the status of the PO Invoice is set at or :

: The PO Invoice must be matched to at least one Order, which will be displayed in the Lines Grid at the bottom of the form.

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

Further Orders can be added to the Grid by clicking on the button, which will open the CR Find Order for Matching form allowing you to search for and select further Orders for the Creditor, i.e. the Creditor in the Creditor Number field. This form is further detailed in the Matching PO Invoices section.

Once PO Lines have been matched the amounts on each Line can be amended by clicking on the Adj link located to the left of the Line:

Please note: this Link will not work if the status of the PO Invoice is at or .

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.

If no further Orders are to be matched and no further Line are to be added to the Grid please ensure that the total of the Goods Amount column in the Grid equals the amount on the Goods Amount field on the form. Also the total of the amounts in the VAT Amount column in the Grid should equal the amount in the VAT Amount field on the form.

Where any new Orders are matched, i.e. added to the Grid, clicking on the button located to the left of the new Line will remove it from the Grid.

: Clicking on this button will delete the PO Invoice. A message will be displayed asking you to confirm that the PO Invoice is to be deleted.
: Clicking on this button will allow you to add lines to the Voucher Lines Grid if required. A new blank line will be added to the bottom of the Grid:

Add the required details to the new Line on the Grid (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.

More blank Lines can added by clicking on the button. Please ensure that the total of the Goods Amt. column in the Grid equals the amount on the Goods Amount field on the form. Also the total of the amounts in the VAT Amt. column in the Grid should equal the amount in the VAT Amount field on the form.

Any new Lines added to the Grid can be removed by clicking on the button located to the left of the Line.

If a Grid already exists at the bottom of the form when the PO Invoice is loaded, the Lines in the Grid can be removed, if required, by clicking on the button located to the left of the Line.

: Clicking on this button will change the Status of the PO Invoice.

If the status it set at clicking on this button will change the status to , in which case it will need to be authorised by a supervisor, or to .

If the status is set at and you have the right to authorise PO Invoices, this button will be enabled and clicking on it will change the status to .

The following buttons will also be available when the status of the PO Invoice is set to :

: Clicking on this button will save any further changes made to the form, including any changes to the Grid.
: Clicking on this button will clear the fields, allowing you to create a new PO Invoice or view an existing one.
: Where this button is enabled, an image of the PO Invoice 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 PO Invoice. This is further detailed in the Audit Info section.
: Clicking on this button will allow you to add a PO Invoice note. If there is an existing PO Invoice note the button will be displayed as . Notes are further detailed in the Notes section.
: Please ignore this button as the functionality is not being used.
: Clicking on this button will open the CR Invoice Enquiry screen displaying details of the PO 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.