Easily capture, manage and keep track of supplier invoicing with Win Accounting's smart Creditors Control
Once an invoice has been received from one of your vendors, capture the document details with ease to ensure your accounting data remains accurate and up-to-date within the Win Acc Software
Capturing a Supplier Invoice within the Document Capture section presents greater functionality, when compared to the Enter and Post Transactions section
- Easily capture Settlement Discount details
- Add Order Date and Number
- Pull through Stock Item Information by integrating with Stock Control
- Add Discounts for specific Line Items
- Capture specific accounting details, such as Unit Of Sale, Quantity and Purchase Price
The Document Capture section makes it easy for you to enter a once-off payment towards the said supplier invoice, allowing you to easily deal with cash on delivery type orders
Choose from our fully customisable invoice templates, enjoy unlimited invoice creation, import and export invoices with ease and save time with easy invoice posting
Speed up your supplier invoicing process even more with the option of batch invoicing & use the Document Analysis Report to quickly and easily view a history of all transactions
Creating a Supplier Invoice:
Selecting Supplier
When capturing a new supplier invoice, before you can start adding the line items, you'll first need to select the relevant supplier - this can be done by entering the Creditor Code or by using the handy Creditor Lookup Button
Once a supplier is selected, all general information regarding the creditor, such as creditor code & postal/delivery address will automatically populate the window
You'll also have the option here to enter/modify the Document Number, Date and Reference, as well as the Delivery Date, Order Date and Order Number
Here you can also capture the Settlement Discount Terms for the invoice, as well as any Notes pertaining to the document
Adding a Line Item
If your Win Acc Creditors Control and Stock Control modules are integrated, easily select the relevant Store, Stock Category & Stock Item
All necessary information (including pricing information) will automatically populate based on the information added in the Stock Control Module
If you're not integrating with the Stock Control Module, easily capture the relevant Line Item Description and Pricing Information
Add a unit of sale, the product quantity & purchase price and whether it's VAT Inclusive or Exclusive, and let the software automatically Calculate the Line Total
While the Default Purchase Analysis Code and the Default VAT Rate are set in the module's System Parameters, both these options are flexible and can be modified on-the-fly
Capture the line item's Discount Type and Amount easily
Reviewing Line Items and
Adding Ad Hoc Payments
Review the Line Item Details and Document Totals quickly and easily for the selected Supplier Invoice
If a payment has been made by you towards the Supplier Invoice, Payment Details can easily be captured here
If partial payments are entered, the outstanding balance will remain on account when posted
When the Supplier Invoice is complete, click Post to capture it into the system (this will capture the singular document) - Use the Post button on the Batch Overview screen to capture the entire batch quickly and easily
Unposted Batch List:
Inserting a New Batch:
Using Batch Invoicing
Batches are flexible, meaning that once a batch is posted, the invoice documents are captured, but the batch remains in your "unposted batches" list, should you wish to add additional invoices (or until the batch is manually closed)
This helps speed things up, as you won't have to re-create a new Batch Entry after each batch is posted
Highlight a batch within the batch list to easily identify whether the batch is Integrating with Stock, which Store it is integrated with, as well as whether or not to Update the Stock Ledger
When Inserting New Batches, relevant information, such as User ID, Date and Batch Number will automatically be populated
This information is flexible, and can be modified on-the-fly if required
Enter a relevant Batch Description and choose whether you wish to Integrate with Stock and Update the Stock Ledger
When Integrating with Stock, you'll be required to select the relevant Store Code
(Store Codes & Details are managed within the Win Accounting Stock Control Module)
Converting Your Document
Contact your Win Accounting Service Provider/Customer Support for details and assistance using the "Convert Document" option
Invoice Document History Report
The Invoice Document History Report consolidates all captured Supplier Invoices, across your Accounts Payable, allowing you to easily view and keep track of purchases:
This report provides valuable and concise data regarding captured invoices, including the relevant Creditor Code & Name, Invoice Date & Number, Order Date & Number, as well as the Document Reference and relevant Accounting Information
