Post Supplier Invoice—Key Exercises

IMPORTANT
It is extremely important that you set up and work within your own company and with your own supplier to maintain your data integrity. If you work with any other objects, your exercises will not function as intended and the data of other students might be affected. Predictable exercise results require that your data be isolated in your own company.

Required Data

Arrival Entry Supplier Invoice Using Tax regime Sales Tax

Purpose: The purpose of this exercise is to set up the data required for the Post Preliminary Supplier Invoice exercise.

Windows:
Manual Supplier Invoice

  1. Open the Manual Supplier Invoice window.
  2. Enter a preliminary supplier invoice.

Arrival Entry Supplier Invoice Using Tax Regime Sales Tax

Main Exercises

Post Preliminary Supplier Invoice


Purpose: The purpose of this exercise is to post a preliminary supplier invoice.

Windows:
Manual Supplier Invoice

  1. Open Manual Supplier Invoice the window. 
  2. Query for the preliminary invoice you entered.
  3. Go to the Posting Information section and create a new record (F5) in the Account field.
  4. Enter any expense account in this field.
  5. Enter the net amount displayed in the Balance field into the Amount field.
  6. Right-click and then click Post Invoice. A dialogue box with the message Voucher is Created is displayed. Click OK.

Note: The invoice status is changed to Posted, and a voucher is created in the hold table in Accounting Rules.

Required Data


 Arrival Entry Supplier Invoice Using VAT Tax Regime

Purpose: The purpose of this exercise is to set up the data required for the Post Preliminary Posted Supplier Invoice and the Multi Company Supplier Invoice exercises.

Windows:
Manual Supplier Invoice

  1. Open the Manual Supplier Invoice window.
  2. Enter two preliminary posted supplier invoices.

Arrival Entry Supplier Invoice Using VAT Tax Regime

Main Exercises

Post Preliminary Posted Supplier Invoice

Purpose: The purpose of this exercise is to post a supplier invoice using VAT tax regime.

Windows:
Manual Supplier Invoice

  1. Open the Manual Supplier Invoice window.
  2. Query for your preliminary posted invoice (F3).
  3. Click the Posting Information section of the window and enter a new record (F5).
  4. Enter an account and enter any other code parts and the amount. The invoice is finally posted when the Balance field is 0 (zero).
  5. Save the information (F12).

Note: The voucher type and voucher number for your final invoice posting are now displayed in the header section of the window. The invoice status is now Posted.

Create Periodic Allocation for an Invoice - Even Allocation

Purpose: The purpose of this lesson is to show you how to evenly allocate invoice cost over periods.

Windows:
Manual Supplier Invoice

  1. Open the Manual Supplier Invoice window. 
  2. Create a new invoice, enter invoice lines and posting lines.
  3. Select a positing line with the cost account, right-click, and then click Periodical Allocation. The Period Allocation dialog box opens. Enter values in the fields for From Year and Period, Until Year and Period.
  4. Select the Distribute Amount? check box. This means that you will distribute the costs evenly over the specified months.
  5. Click New to see the allocation. If it appears to be correct, click Save and then click OK.

Note: The Periodical Allocation check box on the posting line is now selected.  


 Create Periodical Allocation for an Invoice - Percentage Allocation

Purpose: The purpose of this lesson is to show you how to allocate costs over a three-month period as follows: 20% for the first month, 35% for the second month, and 45% for the third month.

Windows:
Manual Supplier Invoice

  1. Open the Manual Supplier Invoice window.
  2. Create a new invoice for a value of 600.
  3. Enter a row with a cost account and a debit currency amount of 600.
  4. Select the posting line with the cost account, right-click, and then click Periodical Allocation. The Period Allocation dialog box opens. 
  5. Enter values in the fields for From Year and Period, Until Year and Period.
  6. Clear the Distribute Amount? check box.
  7. Create a new record.
  8. Enter the following percentages for the three periods: 20%, 35%, and 40%.
  9. Save your changes. A message appears indicating that the total amount of the periodic allocation must be equal to the amount from the voucher row. Click OK.
  10. Change the value 40% to 45%.
  11. Save the changes, and then click OK.

Note: The expenses have now been allocated according to the percentages you defined. 


Multi Company Supplier Invoice

Purpose: The purpose of this exercise is to post a multi company supplier invoice. The expense postings of the invoice are allocated to several companies. The invoice belongs to the company in which you enter it. Invoice vouchers will be created per each company involved, with the distributed cost postings. Note: For this exercise, your user has access to more than one company, and posting control types IP13 and IP14, addressed in the Basic Data and Requirements lesson, must have been set up in both companies.

Windows:
Manual Supplier Invoice

  1. Open the Manual Supplier Invoice window.
  2. Enter an invoice.
  3. Click the Posting Information section of the window and enter a new record (F5). Note: Your current company will be suggested as the default value in the Voucher Company field, but this may be changed to another company to which your user is connected.
  4. Enter one posting line for your current company, enter an expense account and half of the gross amount. 
  5. Create a new record (F5) and select another company from the List of Values. Enter an expense account (account is validated with the chart of account in the voucher company) and the other half of the gross amount. The invoice is finally posted when the Balance field is 0 (zero).
  6. Save the information (F12).
  7. Right click and then click View Vouchers to see the two vouchers that were created. One voucher belonging to function group I is created in your current company, and one voucher belonging to function group D is created in the voucher company.