This guide will show you how to:
Post a Non Order Invoice
Access: The minimum permissions required to access the Invoices and Credit Notes page is found in the Finance module of Config > Setup > Roles and Permissions.
Go to the Modules > Finance > Finance Home Page and Accounts Payable.
Select Invoices and Credit Notes from Accounts Payable section.
A Toolbar will be displayed and the screen will show existing Invoices.
Select New then click the Non Order Invoice button.
Enter Supplier, Bank Account, and Posting Period.
Enter the Invoice Number, Invoice Total (£), Invoice Date, and Paid by Date.
Save the Invoice then check the Lines.
Use the Record/Edit Invoice Row button to add Rows to the Balance.
Add the Cost Centre, Ledger Code, Fund Code and VAT Code information in the Accounting section and the Description and Net Amount in the Item section.
Save the Line and create more if required.
The Invoice will be shown as Unauthorised to approve the Invoice for payment, click Authorise button. Alternatively, another party can authorise the invoice at a later date.
Note once an Invoice is approved, it cannot be cancelled, and Credit Note will need to be raised.
The Invoice will now be shown as Authorised and is ready for Payment Processing.
Post a VAT Only Non Order Invoice
Access: The permission required to raise VAT Only Invoices and Credit Notes is found in the Finance module of Config > Setup > Roles and Permissions under Finance > Accounts Payable > Invoices and Credit Notes.
When adding an Invoice Item select the VAT Code that has a rate greater than zero and set the Net Amount (£) for the Item to zero.
NOTE – you will notice the Services toggle, this can be ticked if the services tick box has been defined when creating the ledger code. Example of services – eg Water/Electric etc. Please note that by moving the toggle to the right does not affect anything in Bromcom.
Users can then double click on the VAT Invoice Row to edit the VAT Net Amount (£).
In Adjust VAT Total popup, users can now edit the VAT Amount (£) and Save.
This will result in a VAT only Invoice or Credit Note.
Clone an existing Non Order Invoice
Users can also clone an existing non order invoice from the Invoices & Credit Notes details page or list page rather than create a new one.
The Clone button can be found on each detail page between the Cancel and Close buttons.
The button is greyed out unless a valid Non Order Invoice is present.
Clicking the Clone button will open a new copy of the document, with applicable details pre-filled. Click save after adding any necessary fields.
You can also clone from the list page.
The button is greyed out until a valid row is selected. If multiple rows are highlighted, only the last selected row will be cloned.
The system opens a new copy of the document with applicable details pre-filled.