Non-Stock Purchase Invoices and Credit Memos

Post purchase invoices and credit memos for non-stock charges without item lines.

Use Bevica you are able to create ad-hoc financial purchase invoices and credit memos for anything you need to invoice or credit which is not inventory related.

This article goes through the process of creating and completing a basic financial purchase invoice and purchase credit memo.

Prerequisites

Working knowledge of Bevica and Purchase Ledger.

Creating a Purchase Invoice

Purchase Invoices are typically created from the Purchase Invoice list or an existing Purchase Invoice, but can be created from the Vendor Card/List and some Role Centres.

Unless created from the Vendor Card where the Vendor No. is selected automatically, clicking New will present you with a blank Purchase Invoice page. The cursor rests on the Vendor No. field, then select the vendor by either typing its name or using the lookup and searching. Once found, the purchase invoice is given its unique number and Bevica populates the invoice with default information from the Vendor card; e.g. Payment Terms, Due Date, Purchaser Code, Currency Code.

Any information can be changed if necessary.

The following date fields can be used to help manage the purchase invoice process:

Field Name	Field Purpose	Note
Posting Date	Defaults to today's date when the invoice is created.	Will become the Invoice date when the invoice is posted.
Document Date	Defaults to today's date when the invoice is created.	Is used to calculate the 'Due Date'.
Due Date	Is calculated using the 'Document Date' date and 'Payment Terms Code'.

Other useful Purchase Invoice fields:

Field Name	Field Purpose	Note
Posting Description	Defaults to the document type and number e.g. Invoice PI00001.	If you are unable to see this field then personalise your page to bring it on. The text in this field is copied to the Posted Purchase Invoice, Vendor Ledger Entry and G/L Entry 'Description' fields.
Vendor Invoice No.	Use this field to record your Vendors invoice number.
External Document No.	Use this field to record another Vendor reference number if applicable.

Adding Purchase Invoice Lines

Purchase invoice lines can be created manually by selecting the 'Type' of line you want to create. The most used options are:

Option	Option Purpose	Note
Comment	Allows you to enter free text that appears on the sales order document.
G/L Account	For a misc. financial value.	On Invoicing posts directly to the G/L account
Item	Do not select this directly on an invoice. Purchase Lines where Type = Item should be processed on a Purchase Order.
Resource	Used on purchase invoices only.

Enter a Quantity and a Unit Price. Optionally enter a Line Discount % if applicable.

Change the VAT Prod. Posting Group if you would like to change the way VAT is calculated on the line, for example from 20% to 0%.

If you receive one of the following errors when trying to post the Purchase Invoice Line:

Gen. Prod. Posting Group must have a value in Purchase Line: Document Type....

OR

VAT Prod. Posting Group must have a value in Purchase Line: Document Type...

You need to go to the GL Account card and add values into the following fields on the Posting FastTab:

• VAT Prod Posting Group - enter an appropriate value depending on whether VAT will usually be charged, for example this will be STANDARD if VAT would normally be charged. The VAT Prod. Posting Group can be amended on the Purchase Invoice Line.
• Gen. Prod Posting Group - enter SUNDRY

Once the values have been added, you will need to add the GL Account onto the purchase line/s again and you should be able to post the purchase invoice.

Completing Invoice Entry

When you have finished entering the invoice, if you are not ready to post the document, you can release the invoice by selecting the 'Release' option on the invoice ribbon in the 'Release' section. Many fields on the purchase invoice cannot be amended whilst the invoice is at ‘Released’ status. Users are then aware that this document has been completed and is awaiting posting.

Amending a Completed Invoice

Any invoice can be amended multiple times prior to posting. To amend a ‘Released’ invoice you open the invoice by selecting ‘Reopen’ on the ribbon in the ‘Release’ section. This sets the ‘Status’ field to Open.

Posting an Invoice

Prior to posting, you can select to Preview Posting, so you can check the entries that will be posted. Once you are ready to post you have 3 options:

• Post - posts the purchase invoice and removes it from the purchase invoice list
• Post and New - posts the purchase invoice, removes it from the purchase invoice list and creates a new purchase invoice document for you to complete
• Post and Print - posts the purchase invoice, removes it from the purchase invoice list and prints out a purchase invoice document for your internal records.

Posted Purchase Invoice

When a Purchase Invoice is posted it creates a 'Posted Purchase Invoice' transaction. This is a copy of the purchase invoice at the point it was posted. From this transaction's page, select 'Navigate' on the ribbon to see what other records Bevica has created. Most commonly: 'Vendor Ledger Entries', 'VAT Entries' and 'G/L Entries'.

Purchase Credit Memos

A financial Purchase Credit Memo, i.e. one that doesn't include inventory, can be created and posted in the same way as a Purchase Invoice. If you need to credit anything that is for inventory you must create a Purchase Return Order document. When the credit memo is posted, it will create a Posted Purchase Credit Memo document.