Creating a Job Creditors Invoice

In order to process payments you firstly need to create a Creditor’s Invoice. This is done in the Creditors > Job Creditors Invoices screen

This screen is designed to display all of the current Creditors Invoices that have yet to be posted to the General Ledger.

By clicking the Add button or typing A will place the cursor in the input screen in Add Mode.

This screen can be used for any creditor that you owe money for. If the creditor happens to be CASS IATA in which they send you their Creditors Invoice at the Consol level, then in the Invoice No field enter the Master–Bill Number.

An additional option is available to allow for users to enter a Valid Import Consol number. This extracts the Currency and Bank Rate against the consol. To activate this, please raise a Support Ticket with Expedient Software.

See below:

Field Name	Description	Validation	Default
Header
Invoice Date	This is the date of the Creditors Invoice	Mandatory	Blank
Acc. Date	This is the accounting date in which you want the Creditors invoice to fall in. This can be set to automatically match the Invoice Date. Please raise a Support Ticket with Expedient Software if you want this facility.	Mandatory	Blank
Due Date	This is the due date of when the invoice is due. The due date is based on the terms of the Creditor which is located in the Creditors Tab in the Customer Masterfile. There is some validation on this date. The due date cannot take place before the invoice creation date. This can be amended by the user.	Optional	Invoice Date + Terms Days
Creditor	This is the Creditor in which the invoice is received from Clicking on the will bring up a lookup from the Customer Masterfile (Where Creditor is selected)	Mandatory	Blank
Invoice Number	This is the Creditors Invoice Number. If the creditor is CASS IATA enter the Master–Bill Number.	Mandatory	Blank
Payment Type	This shows the following values: Cheque Compay (AU Only) EFT BPAY (AU Only) This represents the method of payment for the Creditors Invoice.	Optional	EFT
Currency	This is the currency in which the Creditor’s Invoice was received. ONote: If Foreign Currency then you need to process payment via Banking Foreign Contra Payment. If AUD then use Banking Creditor Cheques	Mandatory	AUD
Exch. Rate	This is the current Exchange Rate in which the invoice was received.	Mandatory	1.00 for AUD
Invoice Amount	This is the total amount as per the Creditor’s invoice	Mandatory	Blank
Invoice Line Type	This is the type of charge method on the invoice, Excluding GST or Including GST	Mandatory	Excl. GST
OK to Post?	This flag is used when the posting program is activated. If this is set to “No” then the invoice will be posted. Defaults to Yes when a user adds, defaults to No when a Creditors Invoice is created from a Data Interface	Mandatory	Yes
Detail
C/H	This flags whether the below number is a consol or house bill	Blank	Defaults from Job/Consol
Job/Consol	This is the Job/Consol Number in which the Creditors invoice is based on. (Import & Export). Expedient will find all jobs associated with a Masterbill Number that were registered in the last 12 months E.g.: If there is a consol with 4 house bills and the Creditor is IATA CASS that bills Freight for the whole consol, then users can enter the Consol Number and the Total Invoice Amount. Expedient will portion the total amount to the 4 house bills based on the Volume (sea) or Kilograms (Air) for each house bill. To view the break up you can click on the View Jobs and Amounts button e.g.	Mandatory	Blank
Type	This is the department of the Job No / Consol No. This is for display purposes only.	N/A	Defaults from Job/Consol
Client	This is the Client Code for the job that has been entered. The word CONSOL will appear if a consol has been entered.	N/A	Defaults from Job/Consol
Cost Code	This is the Cost associated with the Creditors Invoice you are entering. Clicking on the will bring up a lookup from the Alpha Charge Code Masterfile	Mandatory	Null
Account	This is the General Ledger Cost Code associated to the Alpha Cost Code.	N/A	Defaults from Cost Code
Description	This is the Cost Code Description	N/A	Defaults from Cost Code
Excl Amount	This is the amount on the invoice line excluding the GST Amount	N/A	Null
Incl Amount	This is the amount on the invoice line including the GST Amount	N/A	Null
Previous Billed	This is the amount of money that has already been billed on this invoice for the creditor. This is for display purposes only.	N/A	Defaults from Invoice /Creditor
Previous Cost	This is the amount of money that has previously been paid out on this invoice for the creditor	N/A	Defaults from Invoice / Creditor
Balance	This is the balance of money from the Previous Billed minus Previous Cost	N/A	Previous Bill – Previous Cost
GST On	Clicking this Check box will automatically add the GST to the line items. Use this feature if the Creditors Invoice you have received excludes the GST amounts on the line items.	Optional	Blank
	Action Buttons
Post Job Creditor Invoice	This allows the user to post the current record. The button will be enabled under the following conditions: ‘OK to Post’ = YES Invoice is Balanced
View Jobs and Amounts	This shows the Jobs and their invoicing amount, which are attached to the Consol that has been entered in the Job / Consol Creditors Screen.
Docs	Allows the user to attach supporting documents to the record.

Costs Billed

In Update mode and when the cursor is in the Cost Code column in the table of charges the Close Billed button will appear next to Insert, Append and Delete.

This button will open a pop up window listing all the Costs previously billed for the Job or Consol highlighted in the Invoice screen.

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Creating a Job Creditors Invoice