Registration of a deferred invoice
The receipt of a deferred invoice is connected to a delivery
receipt. Therefore, before receiving a deferred invoice, it is necessary
to have entered in LibertyCommerce the delivery receipt to which the
deferred invoice refers. It is advisable to check for the existence of the
delivery receipt before starting the receipt of a deferred invoice.
Hover the mouse pointer on "New" and then click on "Deferred
invoice:. Confirm the selection and then wait for the invoice window to
Pressing "F2" will allow one to pick a supplier from the list
of suppliers. Subsequently, enter the document number, the day, the type
of payment, and the expenses. Now it is time to enter the items, including
prices, VAT rate, and discounts. The preferred method is to import a
delivery receipt. This is accomplished by clicking on the "Import" button.
A new window will open called "Import document".
NOTE: This document will not change the quantities in the inventory
as it assumes that the quantities have been changed by a previously
entered delivery receipt.
- To import a delivery receipt proceed as follows:
the "Received" option is checked;
- Select the name of the supplier in the delivery receipt.
- Search for the delivery receipt using the scroll bars in the list of
delivery receipts visualized in the list pane. The entries in blue have
not been previously used for an invoice, and the entries in black have
been imported previously. If more details on a delivery receipt are
needed, click on it to select it and then click on the gray box beside
the list pane; this will show the list of items in the document.
- After selecting the document to be imported, click on "Import
Document" and confirm with "Yes" when requested.
- Click on "Close" to return to the invoice window.
The list pane
on the invoice will now display a list of items imported from the
delivery receipt. Check that the data is correct, then enter prices,
taxes, and discounts as required.
If there are several discounts for the same item, for example for
cumulative discounts, enter them in the discount field and use the "+"
sign to separate them.
The discounts will be used in the calculation of
the totals with and without taxes. The totals are recalculated in real
time; please check that they match those in the deferred invoice.
click on the "OK" button will save the invoice and return to the list of
documents. Beside the "OK" button is a checkbox named "Use this document
in the VAT calculation".
If the taxes on this invoice have to be
considered in the VAT computation that LibertyCommerce performs
periodically as required to determine the VAT refund, this checkbox has to
be checked. If taxes in this invoice cannot be refunded, or should
otherwise not be considered, then this check box should not be checked.
Click the checkbox to toggle its state as required.
A click on the "OK"
button will result in the following:
- The invoice will be saved and inserted in the document list;
- The journal will be updated according to the information provided in
the "Payments" window. The new values will be the sum of the values in
the Journal, the Totals per period, and the VAT.
The "payments" window is shown by the program to record the
advances or payments toward the document just entered. If the payment was
on delivery, the date must be replaced with the date of the corresponding
cash or bank withdrawal. If the payment is deferred in instalments, the
date must be changed to the due date.
The "Advance" field must contain
the total value of the invoice if it has already been paid, the amount of
the advance deposited as guarantee, or nothing if the payment will occur
in the future (as indicated by the due date). Enter the payment to allow a
more precise recording in the "Journal".