Accounts Payable

Accounts Payable allows you to create a new Purchase Order, Invoice, and Credit Note.

Adding a New Audit Record

To create a new Audit Record:

Navigate to Finance > Accounts Payable > New Invoice.

Create a new invoice and save details.

Click on the Tasks tab.
Check that the new Audit task is now displayed.

A new tab labelled Audit Information has opened.

Enter details of the Audit Information

The fields on the Audit Information screen are described in the following table:

This Field…	Does this...
Status	Appears as a drop down with the following options: Requires Audit Failed Audit Passed Audit
Audit Date	Date audit took place and read only.
Audited By	Name of Auditor and read only.
Comment	Allows user to add comment to the audit.

Where required add comments into the comments field.

Click on Save.

Check that the Audit task is removed from the Task panel.

The auditing task appears under Associated Items and is labelled Audit Information.

Click on Audit Trail.

The Audit Trail List tab is opened and displays the following:

Updated Date and Updated By.
Old Value and Audit Date.
New Value and Audit Date.

Adding or Editing a Purchase Record

The Purchase Order Editor allows you to add a new Purchase Order or edit an existing one.

To create a new purchase order:

Navigate to Finance > Accounts Payable > New Purchase Order.

Alternatively, search for and open the relevant purchase order.

The Purchase Order Editor is displayed.

Enter details of the purchase order.

The fields on the Purchase Order Editor tab are described in the following table:

This field…	Holds this information…
Purchase Order Number	The unique number that identifies the purchase order. This field is mandatory.
External Reference	The supplier's reference number.
Supplier	The name of the supplier providing the goods. Suppliers must be linked to a Purchase Ledger. This field is mandatory. Note: Suppliers are defined in the Agency Editor (accessed by navigating to Functions > Core > New Agency). Refer to Add or Edit an Agency for more information.
Purchase Order Status	The status of the purchase order. Note: These can be defined in Order Status Reference Data (accessed by navigating to Finance > Accounts Payable > Order ).
Description	The description of the order.
Created Date	The date that the order was created.
Authorised	Whether the purchase order is authorised.
Due Date	The date that the order is due.
Purchase Order Value	The value of the order.
Authorised Purchase Order Variations Value	The value of authorised variations to the order.
Total Value	The total value of the order.

Click Add Item to add an item to the purchased item.

The Edit Purchase Order Item window is displayed.

Enter details of the purchase order item.

The fields on the Purchase Order Item window are described in the following table:

This field…	Holds this information…
Stock Code	The stock code. Stock codes are defined in the Stock Code Editor (accessed by navigating to Stock Control > New Stock Code). Refer to Add a New Stock Code for more information.
Description	The description of the item.
Ordered Quantity	The quantity ordered.
Unit Price	The price per unit.
% Discount	The discount available as a percentage.
Item Total	The total cost for the item.

Click OK.
Click Add Cost Code to apply a cost code to the purchase item.

The Cost Code Editor window is displayed.

Enter details of the cost code.

The fields on the Cost Code Editor window are described in the following table:

This field…	Holds this information…
Is Revenue	Whether the cost is related to revenue.
Account Code	The account code.
Cost Centre	The cost centre. These can be defined in Core Reference Data (accessed by navigating to Functions > Core > Reference Data > Core).
Total Cost	The total cost
Cost Code	The cost code.

Click OK.
Click Save.

When you create a new purchase order, the following options are added to the Tasks panel:

New Purchase Order Variation
New Notebook Entry
Manage Reference Data

Adding or Editing a Credit Note

The Credit Note Editor allows you to add a new Credit Note or edit an existing one.

To create a new credit note:

Navigate to Finance > Accounts Payable > New Credit Note.

Alternatively, search for and open the relevant credit note.

The Credit Note Editor is displayed.

Enter details of the credit note.

The fields on the Credit Note Editor tab are described in the following table:

This field…	Holds this information…
Credit Note Number	The credit note number. This field is mandatory.
Status	The invoice status. Select from the drop-down list. Note: These can be defined in Order Status Reference Data (accessed by navigating to Finance > Accounts Payable > Order ).
Contractor	The contractor. Select from the drop-down list. This field is mandatory. Contractors are defined in the Agency Editor (accessed by navigating to Functions > Core > New Agency). Refer to Adding or Editing an Agency for more information.
Contractor Site Code	The contractor site code.
Date	The credit note date. Select from the date picker.
Comments	Comments about the credit note.
Credited Externally	Whether the credit note is credited externally
Created By	The individual creating the credit note.
Created Date	The date that the credit note was created. Select from the date picker.
Authorised	Whether the credit note is authorised.
Date Received	The date that the credit note is due.
Net Value	The net value of the credit note.
Return Total Value To Hard Commitment	Whether to return the total value to hard commitment.
Credit Note Items	The credit note items. Click the Add button to display the Select Invoice window.

Click Save.

When you create a new credit note, the following options are added to the Tasks panel:

Report Viewer

You can use the Report Viewer to view and filter reports.

To use Report Viewer navigate to either:

Finance > Fixed Asset Register > Report > Fixed Asset Register : Summary
Finance > Fixed Asset Register > Report > Fixed Asset Register : Detailed

The Report Viewer screen is displayed, with the grid displaying unfiltered search results.

The buttons appearing on the Report Viewer screen are described in the following table:

This button…	Does this…
Show or Hide Document Map	Enables or disables the document map.
Show or Hide Parameter Area	Enables or disables the parameter area.
First Page	Displays the first page of the report.
Previous Page	Displays the previous page of the report.
Next Page	Displays the next page of the report.
Last Page	Displays the last page of the report.
Back to Parent Report	Displays the parent report.
Clear filter	Clears the filter.
Stop Rendering	Stops rendering the report.
Refresh	Refreshes the contents of the report.
Print	Prints the report.
Print Layout	Displays the print layout.
Page Setup	Displays the parameters of the displayed page.
Export	Exports the report.
Scale	Adjusts the scale of the report.
Find	Find within the report.
Next

View Order Assignment

Order Assignment allows you to view orders assigned to a surveyor.

To use Order Assignment navigate to Finance > Accounts Payable > Order Assignment.

The Order Assignment screen is displayed.

The buttons appearing on the Order Assignment screen are described in the following table:

This button…	Does this…
All	Whether to include all search results in the grid.
Include Closed	Whether to include closed orders in the grid.
Refresh	Refreshes the contents of the grid.

Select an order to display the order information.