Supplier Transactions

When you buy items from your supplier, you will use the following documents.

Document What it is For
Purchase Order Purchase Orders are optional. A purchase order is an undertaking to purchase one or more items from a supplier at the specified price. You enter a purchase order into the system in order to have a record of the order you are placing with the supplier. Note that a purchase order does not record an actual purchase. When you produce a purchase order, the system does not update the quantity on hand, nor does it update purchase statistics, because there is no purchase yet.
Supplier Invoice When you receive goods and an invoice from the supplier, you process a supplier invoice. If you first produced a purchase order for the supplier, you can copy the purchase order into the supplier invoice and print it without having to redo any data entry.
Supplier Return If you receive one or more defective items, or you wish to return items to a supplier, you process a return. The values you enter into a supplier return will reverse the values you entered into an invoice. The amount you owe the supplier decreases, as do the purchase quantities and purchase values per item. The on hand quantity of the items decreases by the quantity you return.
Supplier Payment When you pay your supplier, you will process a supplier payment as proof of the payment you have made for the goods received. You can also pay all your suppliers from one screen by using the Supplier Batch Payments option.

You can customise your supplier documents.

Remember that when you are processing and the system detects no activity for 2 hours, the system logs off for security reasons.

You can add additional information to documents.

The Suppliers Menu

You can open the supplier documents by clicking on the Suppliers menu and then select the document that you want to process from the list.

The Supplier Invoice Screen

The supplier invoice screen is shown below.

The window has four sections:

  • In the header section, you choose the supplier account or add a new supplier. You can also do a quick supplier account enquiry, by clicking in the information icon. You then enter or select one of the multiple delivery addresses and other information, such as the document date. Your supplier’s tax number will go in the tax reference field. Also in the header section, you can select a purchase order to link to the invoice using the From PO field. Lines processed in the purchase order will be copied over to the invoice. This section also details the status of the document.
  • In the header section, you have the option to select the layout of the invoice when it’s sent to the supplier.

There are two additional options available in the header section:

Send

The following options are available:

  • Send the document to the customer via email
  • Print preview the document
  • Print and email the document
Options

You can convert the customer document to one of the following options:

  • Create a Supplier Return for a document
  • Create a Supplier Return for a document and re-invoice
  • Create a Payment for a document
  • Copy the details on a document and paste it onto a new document

You can add additional documents, notes and add an anticipated payment. You can also add additional User Defined Fields on the invoice.

  • Check the Use Inclusive Amounts check box to enter inclusive prices, and uncheck the check box to enter exclusive prices in the Lines section.
  • The lines section of the screen you will use for processing items and other charges (that do not form part of your main supplier trading activities, for example, interest on overdue accounts).
    • Under the Type column you will indicate whether you are buying an item or paying another charge.
    • Under the Selection column, select the item or account. You can add new items or accounts using the drop down menu. You can also search for items by code or by name using this drop down.
    • You enter each item or account on its own line, with the required quantity and price that you are buying at the stage of processing the supplier document.
    • Select the VAT Type you wish to use.
VAT Type Explanation
Manual VAT (Capital Goods) Sage One Accounting allows you to create a VAT type with a 100% tax rate. You use this for VAT adjustment purposes. When you use this VAT type, the full amount you enter for the transaction is VAT. When you process purchases, for example, your supplier may round VAT differently from Sage One Accounting. If there is a rounding difference, you can enter it as a VAT-only transaction.
Manual VAT Sage One Accounting allows you to enter your own VAT amount on a transaction by choosing the Manual VAT type. Again, when you process purchases, for example, your supplier may round VAT differently from Sage One Accounting. If there is a difference, you can enter the specific VAT amount by choosing the manual VAT type.
Standard Rated Standard rated VAT is taxed at 14%.
Zero Rated / Exempt This refers to goods (for example, food and books) which are taxable but at a zero rate.
  • You can also process projects, departments and cost codes per processing line.
  • Use the button to add a line and the button to delete a line.
  • Click on the note button on the left hand side of the line to add a note.
Additional Costing on Invoices

You have the option to add additional costs to a supplier invoice. Additional Costs are costs from different suppliers such as transport costs or customs charges. These costs need to be added to the item without affecting the quantity on hand. Once you capture the additional cost invoice(s) below you will be able to allocate these additional costs to each line item on the original supplier invoice.

You will need to scroll right on the item grid in order to see the additional costs column.

These additional cost lines will create separate supplier invoices and you need to ensure that all additional costs are allocated to the line items appearing in the original supplier invoice.

  • In the footer section, you can enter a message or additional text to print on the document. This section also summarises the total of the document.
  • The document status displays at the bottom of the screen.
  • At the bottom of the screen are four options:
    • Save – to save the document and return to the screen that you were in.
    • Save and New – to save the document and clear the fields so that you can enter another document.
    • Print Preview – to preview a printable version of the document.
    • Email – to email a PDF copy of the document to the supplier.

Editing a processed Invoice

Sage One Accounting allows you to edit your supplier invoices once it is printed:

You will receive the following message when editing the supplier invoice:

If you would edit an invoice, Sage One Accounting will keep track of the supplier invoice history if you click on the Options Button followed by the Invoice History option:

Show Additional User Defined Fields

Sage One allows you to add additional fields to the processing screens. These fields can be used when you have to display more information on an invoice for example, a medical company can add their medical practice number etc.

You can add these extra fields by clicking on the Options button followed by the Show User Defined Fields option:

These fields will only display on the invoice when you have added them onto your invoice design in the Sage One Custom Layout Designer.

The Supplier Purchase Order Screen

Below is a supplier purchase order screen:

  • Click on the Suppliers…Transactions…Supplier Purchase Orders option. Click on the Add Purchase Order button.

There are two additional options available in the header section:

Send

The following options are available:

  • Send the document to the supplier via email
  • Print preview the document
  • Print and email the document
Options

You can convert the supplier purchase order to one of the following options:

  • Create a Supplier Invoice for a document
  • Copy the details on a document and paste it onto a new document
  • From the Supplier drop down menu, select a supplier.
  • Once the supplier is selected, Sage One Accounting will populate the supplier’s information in the header fields.
  • If the supplier does not exist, you can add a new supplier by clicking on the (Add New Supplier) option from the drop down menu.
  • Complete the supplier’s details in the screen that displays and click on the Save button.
  • The only header field that requires information is the VAT Reference field.
  • If the supplier has a VAT reference number, enter the number in the VAT Reference field. If the supplier does not have a VAT reference number, leave this field blank.

In the Document No. field, it displays as NUMBER. This indicates that Sage One Accounting will allocate a document number to the purchase order after the document has been saved or processed. This is to avoid duplicate document numbers.

Any document that you process will have a status linked to it. The status of the document displays before you save the document.

  • Once the header section is completed, select an item or account that you want to order from the supplier in the document grid.
  • Specify the quantity, discounts and cost of the items/accounts.
  • Ensure all the information on the purchase order is correct before saving it.
  • Click on the Save button when you are sure the information is correct. To save and process a new purchase order, click on the Save and New button.
  • Click on the Print Preview button to preview the Purchase Order.
  • Click on the Email button to email the Purchase Order to the supplier.

You can send a document to multiple email addresses or recipients by separating the email addresses with a semi-colon (;).

You can add additional documents not larger than 1 MB to an email by clicking on the Browse for File button or Company Attachments button.

  • Click on the Email Report button to email the Purchase Order to the supplier or click on the Cancel button to return.
  • If you have clicked on the Save or Save and New button, the purchase order is listed in the Supplier Purchase Orders screen.
  • To edit a supplier purchase order, click on the Actions option on the specific line and select the Edit option or you can click on the green document number (Doc. No.) link.
  • To delete a supplier purchase order, click on the Actions option on the specific line and select the Delete option. You can also tick the tick box next to the supplier name and click on the Delete option that becomes available:

Changing the Status of a Purchase Order:

  • To change the status of a purchase order, click on the Actions option on the specific line and select the Update Status option.

Converting a Purchase Order into a Supplier Invoice:

You have the option to convert a Supplier Purchase Order into a Supplier Invoice. In Sage One there are two different ways of converting a Purchase Order into a Supplier Invoice.

Option 1

  • To perform this action, open the purchase order you wish to convert into an invoice:
  • Click on the Options button in the header section and select on the Create Invoice option:
  • Sage One Accounting will notify you that you will be converting the purchase order into an invoice. Click on the Yes button to remove the purchase order completely from the system, or click on the No button to save the original purchase order on the system and convert it into an invoice anyway.
  • The purchase order will now be displayed as a supplier invoice:

Option 2

  • To perform this action, click on the Actions button in the Purchase Order line and select the Create Invoice option. Sage One Accounting will automatically open the Supplier Invoice screen with all the information.

The Supplier Return Screen

The supplier return screen is shown below:

If you need to return items to a supplier due to damaged goods or incorrect items being delivered, you will process a supplier return.

  • Click on the Suppliers…Transactions…Supplier Returns option.
  • The following screen will be displayed:
  • Click on the Add Supplier Return button to create a new return.

There are two additional options available in the header section:

Send

The following options are available:

  • Send the document to the supplier via email
  • Print preview the document
  • Print and email the document
Options

You can convert the supplier invoice to one of the following options:

  • Re-invoice the document
  • Copy the details on a document and paste it onto a new document
  • Select the supplier you want to return the goods to in the Supplier field.
  • Select the supplier invoice that needs to be linked to the supplier return from the list that is displayed.
  • Rectify the information on the Process Supplier Return screen and enter a message in the Message block for reference purposes.
  • Process your document using the processing options at the bottom of the screen.

The Supplier Payment Screen

The supplier payment screen is shown below:

The window has three sections:

  • In the header section, you choose the supplier account, and enter the transaction details, including the amount. You also specify which bank account you are using. Also in the header section, Description and Comment fields are available to record notes or information concerning the transaction, should you want to. You will select the type of payment that you are using; whether it is a Cash, Cheque, Credit Card or an EFT payment. You can also select to reconcile the transaction.
  • In the lines section, you link the transaction to one or more invoices. Until you fully match invoice values with one or more receipts, payments or write-off transactions, the invoice appears on the supplier statement. You can match the receipt, payment or return at a later stage using the allocations screen.
  • When a supplier is set to automatically allocate receipts or payments to the oldest invoices, the system will automatically allocate them in this screen. This includes payments processed via the bank and credit card transaction option.
  • The document status displays at the bottom of the screen.
  • At the bottom of the screen, you can select one of four processing options.
    • Process – to save the document and return to the screen that you were in.
    • Process and New – to save the document and clear the fields so that you can enter another document.
    • Process and Print – to save and print the document.
    • Process and Email – to save the document and email a PDF copy.

Once you print a supplier payment, you cannot edit it. If you need to correct a transaction, you will need to reverse the entire transaction by processing another payment, but with a negative value. You can do this by entering a minus (–) before the value. Use the same date and reference number on your transaction to make it easier to reconcile.

The Supplier Batch Payments Screen

The supplier batch payments screen is shown below:

Add a Supplier on the fly

Sage One Accounting allows you to create a supplier on the fly when processing your supplier documents:

The following screen will display when you click on the (Add New Supplier) option:

Enter all the important information to create the supplier masterfile. Click on the Save button to continue processing.