Create Purchase Invoices

If not using IRIS Financials Purchasing to process invoices, they must be added using purchase invoice documents.

  1. Go to Options, then select Document Input....

  2. On Document Input, select: 
    1. The Non Order Purchase Invoices (XXPI) Document Type.
    2. The required Input Form: 
      • Purchase Invoice — No authorisation required
      • Purchase Invoice To Authorise — Expenses document must be approved before payment

      To stop a Purchase Invoice To Authorise document being included in a payment run before it has been authorised, from Post Options, select To Register.

    3. Both Document Date and Document Period default to today's date and the current accounting period. The date must be the same date as the date of the transaction. To change the details:

      • For Document Date — Enter the date or select it from the calendar
      • For Period Date — Select ?, then double-click the required period

    4. To display the document input form, select OK.

  3. To select the Account the payments relate to, double-click in the column, then on the required account.

  4. The Invoice Date defaults to the same entered on Document Input. The date must be the same date as the date of the invoice. To change it, enter or select it from the calendar.
  5. Enter the Invoice No.

  6. Enter the total value of the transactions in Document Control (do not enter any currency symbols, such as, £, $.).

  7. If using an authorisation version, double-click in Authoriser, then double-click the required authoriser's details.

  8. To enter the nominal the transaction must be posted to, double-click in Nominal, then double-click to select the required nominal.

    An Account must be entered for nominals linked to ledgers. If the nominal is not linked, Account can be left blank.

  9. To enter the account the transaction must be posted to, double-click in Account, then to select the account, double-click it.

  10. Enter the total amount for the payment excluding VAT in Net (do not enter any currency symbols, such as, £, $.). The Gross value automatically calculates when the VAT Rate is entered.

  11. To automatically calculate the VAT £ total, double-click in VAT Rate, then double-click the required VAT rate.

  12. Enter a Description for the transaction.

    To enter a more detailed description:

    1. Press and hold Ctrl and F8.
    2. Enter the details.
    3. To add the date and time, select Date Stamp.
    4. To save, select OK.

  13. If the transaction is a prepayment, to include the duration of the payments, enter the Prepayment Start Date and Prepayment End Date.

  14. To add more transactions or balancing values, a row must be added for each one. Click in the blank column at the end of the last completed row, then press Tab.

  15. To post the document, press F5.