Whenever any type of new purchase invoice is opened it gets following entries by default : The invoice date is displayed as the last entry date. The Invoice Due Date will be calculated according to the due days specified for the supplier when the supplier is selected. Initially due date will also be specified the current system date. The invoice number will be the next available number. All the purchase invoice numbers should be unique. Initially the purchase account selected for the invoice will the default purchase account as defined in menu command Accounts Setup.
While making invoice you have access to a supplier list, product list and list of supplier credit / debit notes at your disposal. You can use these tools to select supplier name, products in the invoices with the help of mouse or keyboard with minimum typing. You can adjust a debit or credit note against the invoice you are making by displaying the list of DR/CR Notes and selecting a memo from it.
All the figures in the invoice will be set to zero. Now you are ready to make invoice. When you finish making invoice enter the amount paid to the supplier in the text box marked Amt. Paid. If the Amount Paid is equal to the total amount the balance will become zero and the memo will become a cash purchase memo. If less than the Total Amount as shown in the invoice is paid or no amount is paid at the time of making of the invoice then the balance will be greater than zero and the memo will become partly paid / credit purchase memo.
The other information which can be given in each invoice is % CST & total CST, % VAT & total ST, Freight, % Discount and total Discount. Based on the products, their rates and quantities entered the sub total is calculated. As per the tax on each item the tax amounts are calculated. You can specify discount and freight if any. You can specify the payment mode if the payment is received by cheque. All these information is saved individually for each invoice.
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