Where parts have been received or returned against a supplier through the Parts module an entry will have been made to the Parts GRNI nominal account and also onto the GRNI report.
To process a parts purchase invoice select the ‘Post Invoice’ option from within ‘Processing’.
Search for the purchase ledger account against which the invoice or credit note is to be entered.
Select the parts supplier account number or name and click ‘Search’. The account and posting details screen is displayed. Complete the posting details for the purchase invoice as previously documented and select ‘Accept’. The following screen will appear:-
The bottom half of the screen will display a list of advice notes for outstanding receipts and returns. To search for a specific advice note, the Advice Note number (entered by the parts department at the point of receipt), Order No (entered by parts dept at the point of supplier order), or Date Received may be selected.
Where a receipt and a return are displayed that match against each other, check both advice notes in the process box and select the ‘Delete Matching’ button. This will clear the items against each other to clear the GRNI posting. No entry will be made to the purchase ledger account.
To select the advice note(s) that match the purchase invoice, check the ‘process’ box alongside the advice notes and click ’Process’.
The GRNI Process Receipts screen will be displayed.
If the correct quantity and value of parts has been invoiced, tick the ‘check’ box on the right hand side against the part line. If only part of the receipt has been invoiced, the invoiced quantity can be amended and the balance is left in GRNI awaiting an additional invoice. If there are many parts on the advice note but only one part line has been invoiced, selecting the ‘Set To Zero’ button will set all invoiced quantities to zero allowing the actual invoiced quantity to be entered against one part line only.
When the parts that match the invoice have been selected, click ‘Accept’.
The screen will return to the advice note list for the selection of additional advice notes.
If a temporary exit out of this processing screen is required, but the advice note processing that you have done so far is to be saved, click ‘Cancel’.
This will display a pop up screen to prompt to keep the work for later.
Select ‘Yes’ to take the screen back to the main advice note selection screen where the option to ‘Cancel’ is available to allow the return to the Account search screen.
When processing of this invoice is to resume, go back into Purchase Ledger – Processing – Post Invoice. Search for the account and enter the invoice details again. When the advice notes to be matched are selected again and ‘Process’ is selected, the items that were previously checked are flagged and just need any additional advice note details checked. Any GRNI matching sessions that have not been accessed for 3 hours or more can be cleared by using the Purge routine in the GRNI Report screen discussed later in this guide.
If there are no more advice notes to select against the original invoice, click ‘Complete Invoice’. This will return back to the nominal code selection screen.
If there is any remaining value to post, such as a price difference or a handling charge this can be coded here and the value entered. The invoice can be logged as previously discussed. The nominal posting can be removed if entered in error, or click ‘Start Again’ to begin the process from the beginning. If the totals agree click ‘Accept’ to complete the transaction.
Select a status for the purchase invoice. If the invoice is in query enter a narrative to detail the query.
Click ‘Next’ and if the Document Scanning parameter has been activated, a document upload screen will appear.
If there is no document to be scanned, select ‘Cancel’ to allow normal continuation of invoice posting.
The final screen, displaying the Run Number and last internal reference number of the transaction will display.
If no further invoices are to be raised, select the ‘Complete’ option to finish the process. The option to print a daybook is then presented. The daybook can be printed and filed as per business.