Posting the invoice

Posting the invoice

New posting
Posting to several different accounts/cost units/other objects
Splitting the posting row
Editing and deleting the posting row

New posting

If the invoice has not been posted in Purchase Invoices - Capture and Posting solution and the posting is allowed in this phase of the workflow, the posting rows can be created next. If the posting is not allowed in this phase, the invoice will be transferred to the next handler.

• Click New posting button on the bottom of the invoice form

• Fill in the needed information in the opening window by selecting from the drop-down menu or entering text to the field. You can proceed from one field to the next also with tabulator. Note! The expense accounts and accounting objects must be founded in the registers.

Expense account

Select the correct number or the name of the account from the drop-down menu or type a part of the number or the name in the field. For example the name of the account is Purchases. You can enter "purch" in the field and the application will offer accounts which match that text.

The account used last time when posting certain supplier's invoice will be automatically shown as default on the invoice when the supplier's information is defined to be saved in the general settings.

VAT code/VAT %

If the VAT codes are in use, select the correct VAT code from the drop-down menu. If the VAT percentages are in use, type in the correct VAT%. Note! Only the option (codes/percentages), which is defined in the settings (General - Postings), appears as an editable field when creating the posting.

If there are VAT codes/percentages defined for the expense accounts in the chart of accounts, that code/percent will appear automatically in the posting. The code/percent can be changed if needed.

Balance

The invoice amount is shown automatically in Balance field. If the invoice amount is divided in several posting rows, type in the correct amount.

G/N

Select from the drop-down menu whether you enter gross or net amount. Gross/net selection is shown if it has been defined in the settings (General - Postings - Accounting). Default value can be selected in general settings (General - Postings - Default value) or as per supplier (Registers - Suppliers - Accounting).

Description

The Description field on the invoice shows automatically the description if it has been defined in general settings or if the description is included in the interface to the basic system.

Settings - General - Postings: Default description for invoice

The default descriptions can include: doc. type, supplier, supplier number, note number, invoice number or free text. When you select Free Text, an empty field will appear where you can enter the text you want as the default for all invoices. 

The selected descriptions will be shown on the invoice posting row by default but they can be changed on the invoice if needed.

Cost unit/Accounting object

If cost units or other accounting objects are in use, you can select them from the dropdown list or type them in.

Save

Finish creating the posting row by clicking Save and close the window by clicking Close.

Close

Clicking only Close will close the window without saving the posting data.

Posting to several different accounts/cost units/other objects

The invoice can be posted on several accounts by creating a separate posting row for each account. When the posting row is created with a part amount, the posting window will open automatically as many times as needed for the whole invoice amount to be posted. If for some reason you don't want to post the whole amount at once, you can close the posting window by clicking Close. If needed you can start creating posting rows again by clicking New posting.

Splitting the posting row

An existing posting row can be split to several identical posting rows, which can be edited after splitting. The splitting is done as follows:

• Select the row to be splitted by clicking the box in front of it
• Click Split 1 posting button
• Enter the number of new rows.

In the picture below, the target is to split one existing posting row to two rows, so the number of new rows is 1:

After splitting the invoice has two identical rows with equal amounts. If the amount can't be split equally, on one row there will be an amount differing with a few cents. The total amount of the new posting rows is however always the same as the total amount of the original posting row.

Editing and deleting the posting row

The account, amount, description, cost unit and accounting object can be changed on the posting row by entering the new value to the field or selecting it from the drop-down menu. Editing the posting row directly is enabled in Settings - General - Postings and posting must be enabled in the workflow phase.

NOTE! The posting rules are not in use in editing the posting but only in creating a new posting row.

Editing the posting row

• Open the invoice of which posting rows you want to edit
• On the posting row double-click the field you want to edit
• Select the new value from the drop-down menu
• Save the new information on the posting row by clicking Enter on your keyboard or by double-clicking the heading of the field
• Finish saving the invoice with Save and Close.

NOTE! The editing of the posting must be allowed in the workflow phase.

Deleting the posting row

You can delete eg. an empty or an extra posting row as follows:

• Open the invoice of which posting rows you want to edit
• Tick the box in front of the posting row you want to delete and click Delete 1 posting above the posting row
• Finish saving the invoice with Save and Close.

NOTE! The editing of the posting must be allowed in the workflow phase.