Vendor – The Vendors code and name will be displayed. If using a SUNDRY vendor code the name can be altered.

Invoice - The invoice number must be unique to the Vendor with a maximum of 12 characters. It is suggested generic words like 'JANUARY', 'TRANSFER', 'ELECTRICITY' etc are not used as they will only be able to be used once. If the invoice being entered does not have an invoice number, the date of the invoice should be used. If you enter an invoice number that has already been used for this Vendor and the invoice has not yet been paid BBS will tell you the invoice already exists and ask if you want to alter it. If the invoice already exists and has been paid you will not be able to use that invoice number.

Inv Date - This is the date as shown on the invoice. This is not the date that the amounts will be posted to your General Ledger as this will be based on the processing date.

Currency - This will automatically populate to AUD (Australian Dollars) or the currency set up for the Vendor in Vendor Masterfile Maintenance.  

Gross - This is the gross amount of the invoice, inclusive of all taxes, prior to any settlement discounts

Discount - The percentage discount as per the Vendors invoice. This field will automatically populate if a discount has been set up in Vendor Masterfile Maintenance

Tax Inclusive - When Tax Inclusive is ticked and the invoice is to be split between multiple general ledger accounts, the disbursement amounts must be entered inclusive of any tax. This field will automatically populate with a tick if it has been set up for Tax Inclusive in Vendor Masterfile Maintenance

Due Date - The date the invoice is due for payment. This will automatically populate if the Vendor's terms have been set up in Vendor Masterfile Maintenance

Header OK - The Header OK button will need to be clicked before users will be able to proceed with entering the lines on the invoice.

Navigates users to the Quick Attach File to Creditor Account screen to attach files to the creditors invoice. Please refer to Quick Attach Files to Creditor Account for more information.

Cost Centre -The cost centre the expense will be posted against will automatically populate from the Vendor Masterfile

Account - The expense/GL account the expense will be posted to will automatically populate from the Vendor Masterfile

Description - A description can be entered if required

Tax Code - The tax code the expense incurs. For more information on tax codes refer to Tax Codes Explained.

Amount - The amount will automatically populate – the amount can be changed if you are splitting it over multiple lines or it is partially GST free.

A list of the lines that have been added to the invoice will show in this section, each disbursement will be shown on a separate line. Users will be able to edit a line by double clicking it.

Save Invoice (F5) - Saves the invoice and posts it to the Creditors account when the batch is updated.

Save and Pay Invoice (F8) - Saves the invoice and allows you to enter the payment details before it's posted to the Creditors account when the batch is updated.

Global Vendor Enquiry - Opens the Global Vendor Enquiry screen

Close - Closes the Creditors Invoice/Entry Maintenance screen

Clear This Entry - Clears all information from the current entry

Import Stock Receipt Invoices - Opens the Post Stock Receipt Invoices screen and imports any unposted invoices into the current batch to be updated

Invoice in Batch - Displays the number of invoices in the current batch

Batch Value - Displays the total dollar value of the invoices in the current batch

Batch Month - Displays the month and year that the batch will be updated in

Deleted Invoices - Displays the number of invoices deleted in the current batch

Update Batch - Updates the current batch of invoices and posts them to the Creditors account and General Ledger