About postings
Default description for invoice/travel invoice
Field - Name - Edit access - Selection possibilities
The article reviews the basic settings for postings, the creation of the purchase invoice and travel invoice default description, as well as the read and edit rights of the posting fields.
About postings
In Settings - General - Postings tab you can define how the postings are done, which accounting object levels are used, who can modify the information, if posting rules are in use and which default descriptions are given on the invoices. In the end the information is saved by clicking Save.
Accounting - here you can select if the invoice row amounts are entered always as gross amounts or if net amounts can also be used.
Gross only - invoice row amounts are always shown in gross amount
Gross and net - invoice row amounts can be shown either in gross or net amount. In net posting the invoice row amounts are shown in net amounts and VAT will be calculated on top of that. Default value can be selected from the dropdown list below. In addition the default gross or net posting can be defined by the supplier (Registers - Suppliers - Comments for the selected supplier).
Terms of accounting - this feature is not in use so the selection should be Not in use.
Default accounting assignments/Default accounting items - Default postings and accounting objects are saved to the supplier register, if the setting Saving is selected here. With Saving the application shows as default the postings and accounting objects which were used on the last invoice from the same supplier. NOTE! If the default postings and accounting objects are saved in the supplier register, and the information there should stay there as it is, then the selection here should be Not Saving.
NOTE! The automatic posting of invoices is defined in Heeros Link and in the Purchase Invoices supplier register.
Editing lines directly on invoice
The setting defines if the posting can be edited directly on the invoice row or not.
Allow overbooking
The setting defines if overbooking an invoice is possible. When this is allowed, you can overbook the invoice and you don't need to enter negative rows first. The postings need to break even in order to be able to save the invoice.
Default description for invoice/travel invoice
Here you can define the default description for the invoice/travel invoice. The default description can include four descriptions, which are shown on the invoice in the order (1, 2, 3, 4) of the descriptions. If the default description is changed, the changed description is valid when posting the next invoice. The limitations of the interface for the number of characters in the description hould be taken into account here.
Options for descriptions on a purchase invoice:
- Doc. type
- Note number
- Supplier number
- Supplier name
- Invoice number
- Free text (additional description)
Options for descriptions on a travel invoice:
- Doc. type
- Note number
- Passenger's name
- Travel invoice date
- Free text (additional description).
In the picture below, an example of an invoice where the default descriptions are Supplier (Miu Mau Oy), Doc. Type (Purchase invoices) and Invoice number (57592379):
Field - Name - Edit access - Selection possibilities
By default all the basic users have editing rights in postings to VAT, balance, description, account and accounting objects (cost units/other accounting objects). NOTE! Right to edit posting rows can be limited in the workflow phases (Make postings during this phase).
Field tells what it's about; Value Added Tax, Balance, Description, Account, Cost unit or Accounting object (1 - 12).
Name defines the specific name for the field, eg. in the picture above the name of the Object1 is Project.
Edit access
Edit access defines who can use the functionality shown here. Eg. when there is Basic user defined in Object1 field, can basic user edit this posting field on the invoice. If there is Main user defined, then basic user is not able to edit Object1 field on the invoice. The default value for the fields is always basic user.
Selection possibilities
With selection possibilities you can define how the selection of value added tax, account, cost unit and accounting objects is done on the invoice.
- Value added tax - selection defines whether VAT codes or percents are used on the invoice. NOTE! If VAT is defined with codes, the codes must be created in the register (Registers - VAT codes). Also the specifications for the main system must be taken into account, since some purchase ledger interfaces use only VAT percents. We recommend using VAT codes, because then the system is able to handle also reverse VAT.
- Selection Free means that you can enter free text in the field on the invoice row
- Selection From List means that you can select the value from the dropdown list
- Selection Date is possible for accounting objects and opens a calendar for selecting the date
- Selection In use activates the selections on that row and Not in use means that the information given on that row is not in use.
Value Added Tax, Balance, Description, Account
Editing rights for the fields Value Added Tax, Balance, Description and Account can also be limited. By default the basic user has the right to edit these fields in the posting, but the rights can only be limited for the main user if needed. The field Selection possibilities for Account show how the account can be handled on the posting row. From list means that you can select the account from the dropdown list and Free means that you can enter account freely.
Cost unit
If there are different accounting object levels (cost units, projects, departments) in use in accounting, it is good to use them in Purchase invoices as well. This way the postings on the invoices can be made by accounting objects and the information is then transferred to accounting and to correct accounting objects with the invoice postings.
The first accounting object in Purchase invoices is cost unit. Enter a name for the cost unit (optional), define the editing access, if the cost unit is in use and if it can be selected from the list or entered freely.
Accounting objects
Different accounting object levels can be defined here. On one object level you can follow hundreds of objects. To the field Object1, Object2 etc. you can enter individual name for each object level, eg. Project, Department, Construction site.
There can be 12 accounting objects levels and they have to be named here first before adding them to the register (Registers - Accounting objects).
Note! If there is interface to Intime Plus in use, you can also select the length of the cost unit/accounting object. Otherwise the field is not visible.
In the end save the information with Save button. NOTE! All the tags in General Settings can be filled before saving.