ALTUM

The form of purchase invoice

 

A purchase invoice can be issued for an item of both merchandise, service and set type. Purchase invoice form has several tabs, but in order to make an invoice it’s enough to fill in “General” tab and add an element.

 

In order to add a new invoice user has to click [Add] button from the Elements button group.

 

 

 

Tab General

This tab contains basic data which has to be filled in order to issue an invoice. In case of simple documents, which don’t require any special settlements nor checking up on customer’s data – it’s enough to fill in successive fields on this tab in order to issue a document.

 

 

 

 

 

Figure 114 Tab General on the form of purchase invoice.

 

 

The forn of purchase invoice is composed of:

1. The header where the following information is specified: invoice number, vendor, secondary vendor, type of transaction, VAT rates, payment form, due date, center, document status, date of issue, date of receipt and date of purchase, subtotal and total values, information about the amount of the invoice already paid and the remaining amount

2.     The list of items which contains the basic information about items assigned to an invoice: item code, name, quantity, unit of measure, regular price, discount, price (discounted price), subtotal value and VAT rate

3.     The table of purchase costs presenting the costs divided into particular items

 

 

Header

Header contains basic information about whole document:

Number – content of this field depends on selected document type (that is on selected numerator schema – see manual Comarch ALTUM System Configuration – Numerators. Depending on numerator schema, there can be 3 to 8 fields displayed in defined by user sequence. These fields will contain particular sections of a number. If in numeration schema user defined a section containing warehouse (company owns several warehouses) –  clicking the arrow next to the field will display a list of all warehouses and allow user to select one. Symbol (entered while adding a new warehouse) of selected warehouse will appear in the number.

When an invoice is created in number section a new number appears automatically. User can’t assign his own number to an invoice by entering it by hand. When an unconfirmed invoice is deleted, its number is dispensed, i.e. new invoice will receive the number of deleted invoice, e.g. there are three invoices in the system with numbers: PI/2007//00001, PI/2007//00002, PI/2007//00003. PI with number PI/2007//00002 (unconfirmed) is deleted. After deleting this invoice the newly added document will receive number  PI/2007//00002.    

Reference Number – field for entering the number of a source document

Vendor / Secondary Vendor – these fields allow user to insert data of a customer which should be assigned to a document. Customer’s code is displayed on the form. User can define two types of customers:

Vendor – defines item vendor

Secondary Vendor -  defines item secondary vendor

 

Such distinction has reason in situation when item is send from other address than current supplier address, in both situations when the same customer is a supplier and sender and when these are two different customers.

Vendor and secondary vendor are selected from the tree of customers/vendors, displayed by button  or . After selecting the vendor, its code will appear on the header of an invoice. The rest of its data can be previewed or completed on tab Vendors from the level of which it’s also possible to complete or edit the fields. Changed data is updated in the Vendors directory.

 

 

Transaction Type – field for determining the type of transaction the document refers to

VAT Rates – field for selecting VAT rate. This parameter on PI form provides information only. It is greyed out because for purchase invoices only domestic VAT rates are applied

Payment Form -  payment form assigned to the selected vendor. The paymemt form is retrieved from the vendor form, from tab Trade

Due Date – number of days within which the customer must pay for the document. This date is retrieved from the form of the selected vendor. After selecting the vendor, the due date is calculated along with retrieving the number of days

Center – center to which the user is currently logged in

Document Status – specifies the status of a currently opened document. Document statuses can be the following:

 Initiated -  document is being issued, it is not yet saved in the database.

             Unconfirmed – document saved as unconfirmed can be edited.

Confirmed – confirmed document cannot be modified

Canceled – such document is not editable

Date of Receipt – date of receiving an item from vendor

Date of Issue – date, when document was issued, according to this date invoice is saved to VAT register. By default, the system date is suggested (current date). PI can be issued with date back, i.e. with date earlier than current

Date of Purchase – date of purchase of items (date of sale of items by sender). If PI is generated from warehouse document with date different than current, than purchase date will equal purchase date from warehouse document. By default the system date (current date) is suggested.

Subtotal – invoice subtotal value in the document currency. This field only provides information and it is not editable

Total – invoice total value in the document currency. This field only provides information and it is not editable

Amount Paid – amount of the invoice already paid. This field only provides information and it is not editable

Amount Remaining – remaining amount of the invoice to be paid. This field only provides information and it is not editable

      

Items

One purchase invoice can be issued for several different items. In this part of the form a list of all items for which document was issued is displayed:

No. – ordinal number of elements, if one of document elements is deleted then remaining elements will be renumbered automatically

Code – code of selected item

Name – name of selected item

Quantity – quantity of item, which is purchased

UOM – unit, in which item is purchased (it doesn’t have to be basic unit)

Price – price of one item after calculating discounts

Discount – discount which is given for a given item (doesn’t contain user, discount on payment form)

Subtotal Value – value of a given element (quantity * price) after discounts

VAT Rate  - VAT rate which is assigned to a given item

Regular Price  - price of one item before calculation of the discounts

 

 

Additional Costs

This panel informs about how the purchase costs were split between the items included on a purchase invoice.  The information about purchase costs which were added to the purchase invoice is presented in particular columns. The rows present items added to the invoice and the method of splitting the purchase costs.

 

In case of selecting an arbitrary method of dividing the costs, the operator may determine how the costs should be split.

The lower part of the table informs about the sum of costs split between the items of the invoice.

     

    

 

Tab Vendors

This tab contains address data of vendor and secondary vendor. Data is filled in automatically after selecting a vendor on tab “General”. Data placed on this tab can be changed, optionally completed if it’s not complete. This change will have impact on data saved in customers/vendors cards. It’s impossible to save document without complete address data of selected vendor. On the bottom of the tab “Description” field is located, in which user can enter additional information.

 

Figure 115 Tab Vendors on the form of purchase invoice.

 

 

In tab Vendors, there are also two subtabs available. In the subtab Contacts it is possible to select a contact person representing the vendor’s company. Details provided in this tab facilitate contacting that person. Contact persons are added in the system on the vendor form in tab Contacts. Details regarding the addition of contacts can be found in the document describing the vendor form.

 

Figure 116 Tab Contacts on the form of purchase invoice.

 

 

 

Tab Currencies

In this tab, the currencies in which a purchase invoice must be issued are specified. The invoice can be issued in a currency different from the system currency.

Tab Currencies is composed of two panels. In the currency panel, it is possible to specify the currency exchange rate. The second panel presents the list of currencies and their exchange rates which were used on a document.

The currency and its exchange rate can be determined at any moment until the document is confirmed (before or after adding an item to the quote). After initiating a document, the default currency of the document is the system currency.

To change the document currency, it is necessary to select a foreign currency and then the type of exchange rate. The default type of exchange rate , defined in tab Configuration -> Exchange Rates, is suggested automatically. The type can be changed by selecting a different one from the list of defined exchange rate types that is dropped down with the downward arrow available next to type name field. If exchange rate of given currency is defined for the selected exchange rate type on given date, that exchange rate will be automatically retrieved. The value of exchange rate can be also specified manually by entering it on the keyboard or using the arrows . If  the exchange rate is not defined for the selected exchange rate type on a given day, the user will receive the following message: “A different date of exchange rate has been retrieved.” It means that the exchange rate has been retrieved from the last day it was defined for. If there is not exchange rate defined for given type of exchange rate at all, the user will receive the following message: “There is no quotation of the exchange rate for the  currency [currency symbol] on [date].”. If this is the case, the type of exchange rate is changed into manual.

Moreover, it is possible to specify also a date from which the exchange rate must be retrieved. By default, any date is selected, but it can, of course, be changed. The date is selected from the list that is dropped down by clicking the left mouse button on the downward arrow next to date type name.

 

 

Figure 117 Predefinied list of date types.

 

 

Any Date – date can be entered by user. On entered date exchange rate will be retrieved, of course if such exists

Date of Issue – date of issue of an invoice. Date is automatically retrieved from header of the document, field “Date” becomes disabled

Date of Purchase – date of purchase retrieved from header of the document, field “Date” becomes disabled

Date of Receipt – date of receipt retrieved from header of the document, field “Date” becomes disabled

 

In configuration, in the document types registry, it is possible to determine the day from which the exchange rate should be retrieved and the date from the document header against which it should be retrieved. Thus, if the retrieval of the exchange rate must depend, according to the settings specified on the form of the document type, on the date of issue and the number of days is set to e.g. 3, then the exchange rate will be retrieved from the third day prior to the date of issue.

 

Figure 118 Defining of exchange rate retrieving settings in the document types registry.

 

 

The Currencies tab is non-editable. It contains information about currencies assigned to a document together with their exchange rates from a given day. Number of positions on the list differs depending on the number of currencies used while issuing the document. In case of different currencies of document and element, on the list it’s always marked which currency is a currency of document.

 

Figure 119 Tab Currencies on the form of purchase invoice.

 

 

 

Tab Amounts

Data in this tab is completed automatically upon saving a document. The tab is composed of two panels: In the VAT Elements panel, it is possible to specify the following data:

VAT Account – field for selecting VAT account a VAT invoice will be saved to. VAT accounts are added in the VAT accounts directory which is available in tab Accounting  

VAT Direction – specifies the method for calculating VAT which can be counted on subtotal price or total price. By default, the value of this field is set to On Subtotal. Depending on the value set, the sales prices of document item will be presented and edited as subtotal and total prices.

On Subtotal – first subtotal value of an offer will be calculated in particular rates, and then VAT as % from this amount and the total value as the sum of subtotal value and VAT.

On Total – first total value of an offer will be calculated in particular rates, and then VAT and the subtotal amount as the difference between total value and VAT.

VAT Aggregation – determines the values from which VAT must be charged. There are two methods for aggregating VAT:

1. Total of VAT items – VAT is charged for each of the document items separately and then it is summed up
2. VAT on values total – VAT is charged on the value (total) of the entire document

       

Figure 120 Tab Amounts on the form of purchase invoice.

 

 

VAT table

VAT table presents the summary of the entire offer in the system currency.  One offer may contain items with different VAT rates. In such case, all values are summed up in the VAT table at VAT rates.

If a document is issued in a foreign currency, then apart from the value in the system currency, the VAT table contains also the value in the foreign currency after converting it according to the appropriate exchange rate. 

The second part of the Amounts tab presents a list of payments combined with given invoice.

When issuing a sales offer, the system suggests one payment for the offer on the basis of information provided in the General tab (offer total and subtotal values) and that defined in the system configuration (payment forms).

The payment can be also added by the user and then the user may specify the payment parameters. All changes can be made on the list of payments only while issuing an offer and editing an unconfirmed offer.

If the customer wants to pay for an offer in several installments (e.g.: part of the amount is paid in cash when issuing the document and the rest will be paid by bank transfer in 7 days), then the user needs to divide the payment while issuing the document. The number of items presented on the list of payments should equal to the number of installments provided for the repayment of debt.  Dates, payment forms and amounts must correspond to the particular installments. More information about how to divide and combine payments can be found in the manuel Finances.

 

The list can be modified using the standard buttons (see the manual Getting started with Comarch ALTUM -> chapter Buttons) from the Payments buttons group in the menu. Below are several activities characteristic for maintaining payments:

 

Figure 121 Buttons for maintaining payments available from the level of the purchase invoice.

 

 

Edit – previews the document payment and allows its modification

Combine – combines several payments into one payment

Divide – divides one payment into several payments, this mainly applies to situation when one payment will be paid in several installments

Refresh – updates the form of the payment

 

 

Below is the following payment details displayed on the list:

Entity – name of the payer

Receivable – value of receivable

Payable – value of payable

Amount Remaining – remaining amount to be completed

Payment Form – form in which payment must be effected

Currency – symbol of a currency in which payment was generated. Automatically, if user doesn’t change it, it’s  consistent with currency of document. It’s important to remember that document can be issued in different currency and payment in different.

Due Date – date of payment

 

 

 

Tab Associated Documents

Associated Documents tab, just like Currencies is not editable. It contains information about all documents assigned to a given invoice, e.g. corrections or POR documents generated from the invoice. This information is automatically brought up to date, according to carried out transactions.

 

Figure 122 Tab Associated Documents on the form of purchase invoice.

 

 

 

Tab Description

This tab is used for providing of additional information regarding a given purchase invoice.

 

Figure 123 Tab Description on the form of purchase invoice.

 

 

 

Tab Attributes

Details of assigning attribute value to an object are described in the manual Comarch ALTUM Directories  in chapter Assigning attribute value to an object.

Figure 124 Tab Attributes on the form of purchase invoice.

 

 

 

Tab Analytical Description

Details of defining analytical description for an object are described in the manual Comarch ALTUM Directories in chapter Defining analytical description.

  

Figure 125 Tab Analytical Description on the form of purchase invoice.

 

 

 

Tab Purchase Costs

This tab allows the specification of purchase costs which enable to calculate the acquisition price.

Costs can be entered manually only in the system currency or by indicating the cost documents: purchase invoice and VAT purchase invoice.

 

 

Information provided in this tab is the following:

 

 

Example

 

VAT Base – field for determining whether given cost should be included in the base for VAT calculation. This option becomes active upon checking the option: Acquisition Price

Name – field for determining the name of purchase cost. In case of cost added from the cost documents: purchase invoice or VAT purchase invoice, this field will be automatically filled in with the number of the document the cost derives from

Value in System Currency – field for entering the value of purchase cost in case of manual specification of the cost. If the cost is added from the cost documents:  purchase invoice or VAT purchase invoice, then the field is automatically filled in and it is not editable

Value in Currency – field informing about the value of purchase cost in the currency if the entered costs derive from a purchase invoice or VAT purchase invoice issued in a foreign currency

Currency – field informing about the currency of purchase cost

Document Percentage – field informing about the percentage of the document value which must be included when calculating an acquisition price. If certain percentage of the cost document is not used, then the remaining percentage of the cost document can be used on the next purchase invoice.

 

Parameter determining whether cost affects the acquisition price

Methods of calculating costs

Figure 126 Tab Purchase Costs on the form of purchase invoice.

 

                                                                                                                                                                                          

Example

 

A company has delivered two different items together: I1 and I1. When issuing PI for one of these items: I1, the user attaches an invoice for the transportation but without increasing the acquisition price by the transportation cost. Keeping the previous level of sale does not allow the acquisition price, on which margin will then be calculated, to increase. The incurred transportation costs can be attributed to the item I2, because increasing the acquisition price of this item will not decrease the sales.

 

 

Both purchase price and acquisition price are calculated for an item of a purchase invoice. The method of calculating purchase costs can be selected from among the following options:

     

Quantitative – this method allows splitting the costs evenly according to the quantity of items included in a purchase invoice

Value-based – this method allows splitting the costs evenly according to the value of items included in a purchase invoice

Weighed – this method allows splitting the costs evenly according to the weight of items included in a purchase invoice. Weights are defined on item form for each unit of measure of a given item 

Volumetric – this method allows splitting the costs evenly according to the volume of items included in a purchase invoice. The volume values are defined on item form for each unit of measure of a given item

Any – if selected, the operator may split the costs evenly according to his own preferences. After selecting this method, the proportions in which cost must be distributed are determined in the Purchase Costs Table tab.

 

The example below presents the method of calculating the acquisition price.

 

 

Example

 

A PI is issued for the following items:

– I1 10 luxury chairs amounting to 3000 USD

– I2 20 wooden chairs amounting to 1000 USD

I3 30 plastic chairs amounting to 2000 USD

 

The additional costs connected with transportation are registered in tab: Purchase Costs:

a service invoice for the transportation of the chairs amounting to 600 USD.

 

Case I

The costs are calculated according to the quantitative method:

10 chairs is 1/6 of the quantity on the invoice, thus, the I1 is additionally charged for the amount of 100 USD

20 chairs is 2/6 of the quantity on the invoice, thus, the I2 is additionally charged for the amount of 200 USD

30 chairs is 3/6 of the quantity on the invoice, thus, the I3 is additionally charged for the amount of 300 USD

Result:

I1: purchase price is 3000 USD, acquisition price is 3100 USD

I2: purchase price is 1000 USD, acquisition price is 120 USD

I3: purchase price is 2000 USD, acquisition price is 2300 USD

 

Case II

The costs are calculated according to the value-based method:

The amount of 3000 USD is 3/6 of the value on the invoice, thus, the I1 is additionally charged for the amount of 300 USD

The amount of 1000 USD is 1/6 of the value on the invoice, thus, the I2 is additionally charged for the amount of 100 USD

The amount of 2000 USD is 2/6 of the value on the invoice, thus, the I3 is additionally charged for the amount of 200 USD

Result:

I1: purchase price is 3000 USD, acquisition price is 3300 USD

I2: purchase price is 1000 USD, acquisition price is 1100 USD

I3: purchase price is 2000 USD, acquisition price is 2200 USD

 

 

        

 

 

Adding an item to a purchase invoice

Purchase invoice can be issued only with item which is present in register of items, e.g. its data is saved in Items dictionary. It’s not possible to issue a document with one – time item, without entering its data into the database.

Purchase invoice can be issued both with item and service, but they have to be active, i.e. participate in trade. Service doesn’t have resources assigned to it so issuing PI with service won’t cause increase of its quantity in a warehouse.

 

 

Tab General contains a list, on which invoice elements are added.

 

The list is maintained with standard buttons from menu group Items  (see the manual Getting started with Comarch ALTUM -> Standard buttons).

 

 

Figure 127 Elements button group on the form of purchase invoice.

 

 

Characteristics of unconfirmed purchase invoice

1. It can be edited
2. It reserves item in quantity on which purchase invoice was issued – if quantity or item are changed on document, then reservation is changed
3. It can be deleted – removal deletes reservation
4. It can be confirmed from the level of document form or it can be confirmed from the level of list of invoices
5. It can’t be posted
6. It generates payment which is unsettled
7. No other document can be generated from it (POR)

       

 

Characteristics of confirmed purchase invoice

Both saving the invoice from the level of document form and confirming it from the level of list of documents results in the same consequences. Such confirmed purchase invoice has following features:

1. It can’t be edited – only details of document or element can be previewed, without possibility of changing them
2. Reserves item in quantity on which purchase invoice was issued – if quantity or item are changed on document then reservation is changed
3. It can’t be deleted
4. It can be posted
5. Generates payment which, depending on selected payment form, can be settled at once or unsettled
6. Generates record in VAT account
7. It can be cancelled – increases quantity of item in a warehouse

8.     Other document can be generated from it (POR)

9.     It is possible to generate value or quantity corrections to PI