Purchase Invoices can be created on a Job or on a Waybill. 

Manual Purchase Invoices can also be created at any time from the Purchases module, and can then be  linked to a Job or linked to a Waybill. 

Manual Purchase Invoices can also be created to reflect administrative costs, which would not relate to any specific job.  

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How to Create a Manual Purchase Invoice 

1. Click on the Add  button to create a new Purchase Invoice.
   
   A Supplier Lookup window is opened from which an existing Supplier can be selected. Double click the Customer or select it and click OK. Supplier information will then be automatically populated into the Purchase Invoice header including the Payment Terms. To create a new Supplier, refer to Adding New Suppliers.  
   
   
   
   Note:  The Type has defaulted to Invoice (IN), the Company, Branch, and Cost Centre are defaulted as per the Users default settings.  
    
   
2. If the Invoice relates to a specific storage account, double click on the Storage ID field and select an account. 
   
   
3. Enter the Account Date (financial date of the transaction), Invoice Date (Supplier Invoice date) and the Supplier’s Invoice Number.
   
   
4. Enter as many Purchase Invoice details as possible.
   
   
5. Click Save. Mandatory fields will appear red if incomplete. The invoice can only be saved once these fields are completed. 

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The Supplier Purchases window will show the newly created Credit Note or Adjustment. It may now be put on hold, cancelled, or posted. 

Note:  The Type is defaulted to Invoice (IN), the Company, Branch and Cost Centre are defaulted as per the user’s default settings. The type may also be set to Credit Note (CR) or Adjustment (ADJ). 

Once the header information is saved, Purchase Charges will be added and displayed at the bottom of the Suppliers Purchase module. They may be a chargeable item or a comment. The charge line contains the value, tax amount, and the detail of the Branch, Cost Centre and General Ledger Subcode (usually linked to a cost of sales/expense account but may be linked to other accounts if necessary) of the charge which is used to determine the General Ledger Account when posting the purchase invoice. The list of available charging options is contained in Supplier Products.  

Moveware allows job costs that are entered in Supplier Purchases to be written back as actuals into the Costing tab of the job. This can be done on an individual job basis or alternatively to all jobs as required that are on a Waybill. Waybill costs can be applied on a pro rata meterage basis or applied individually to each job. 

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How to Add Details to the Purchase Invoice 

1. Click the Add button adjacent to the charge line table to bring up a list of relevant charges (also known as Supplier Products). 
   
   
2. From the resulting list of Supplier Products select the required charges. A Comment charge may be added. These are labelled as Type C (Comment) rather than type I (Invoice). 
   
   
   Note: By default, the charge Description, Tax Code, Branch, CC and Revenue Code are set from the System Defaults. These can then be edited as required. 
   
3. Only enter a Quantity and Rate details if you require a calculation (i.e. Packing), otherwise you can simply enter a line total directly into the Value column. Values can be entered exclusive or inclusive of tax by checking or un-checking the Tax Inclusive field. Rates can be setup for Supplier Products, and amounts will populate by default if rates are setup. (Supplier Products in Administration menu). 
   
   Note: For a Credit Note the Rate and/or Value must be entered as a negative (-) value i.e. -100.00. 
   
   
4. Charges can be added and applied to a Job or Waybill. See Applying a Purchase Invoices to a Job or Waybill. 
   
   
5. Click Save at the bottom of the module when completed. 

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