This program is used to book supplier invoices related to invoices for which a PO has not been created. Examples of invoices that do not require/have a PO are Electricity, Water, Insurance renewals, etc.
Posting of Invoice w/o PO
- Reference: This is a mandatory field that you have to enter. This is for your internal reference that applies to the whole journal.
- Date: Select the date of the invoice. This field will automatically change if the invoice date is changed
- Supplier: Select the supplier
- Invoice Number: Enter the invoice number
- Invoice Date: Select the invoice date, the default date is today's date. The invoice due date will automatically change based on the terms of payment defined per supplier but it can be overwritten.
- Invoice Amount: Enter the total Invoice amount. If it is a credit note, type a negative value.
- Add to Grid: Click the "add to grid" button when done. The journal will appear on the credit side.
- Division, Department & Outlet: Select the Division, Department, and outlet if applicable. If you know the name of the outlet or Department you can immediately select or locate the department or outlet name without selecting the division and Ehors will show the related Division.
- Ledger, Group & Account. Select the Ledger, Group, and account. If you know the name of the account you can immediately select or locate the account name without selecting the Ledger and Ehors will show the related Ledger & group.
- Amount: Enter the amount for that entry. Enter a negative amount if it is a credit note.
- Tax Incl or Excl: Select tax inc. if the invoice is inc. taxes and select the tax percentage from the dropdown. Select the related EWT (withholding tax) if applicable. If you want to manipulate the tax calculation, sometimes the tax calculation is different due to rounding difference, select the tax excl. and adjust the amount and tax to tally up with your invoice.
- Memo: Enter your detailed description. Each entry can have a different memo.
- Click the + Record when done and it will be added to the grid on the debit side.
- Submit: Click submit when the journal is completed and balance. You won't be able to submit if the journal is not balanced. Once Submitted, the journal will be displayed in pdf.
- If the invoice is already paid by CASH you can also book the payment, this can only be done before you click submit.
- Petty Cash: Click the button "yes"
- Account: Select the cash account used for payment
- Cash Amount: Enter the cash amount, the amount can be lower than the invoice amount but cannot be more than the invoice amount.
- Select the payment date.
- Enter the manual Receipt #.
- Click the "+ Add to Grid" button and it will be added to the grid.
- If you made a mistake or you want to edit the payment, click on the row and the "remove from the grid will be enabled. Click the remove from the grid if you want to remove the record for the payment. Or edit the data if you made a mistake.
- If you made a mistake and you want to edit the debit side entry or you want to remove it. Click on the row and start editing or click the - record to remove the entry. This can only be done when the journal is not yet submitted.
- After you edit and the journal is correctly adjusted, don't forget to click update and Submit.
- If you made a mistake and you want to edit the credit side entry or you want to remove it. Click on the row and start editing the data or click the - remove from the grid to remove the entry.
