TABLE OF CONTENTS

• How to create a Purchase
  • AI Invoice Scanning
• How to create a Purchase Order
  • Changing a Purchase Order to a Purchase

Overview

A Purchase is an invoice from a supplier or creditor. Alternatively, if a supplier invoice is not yet received but anticipated, a Purchase Order can be created.

A Purchase Order does not affect the office ledger until it is changed to a Purchase.  

How to create a Purchase

1. In the Navigation menu, select Purchases.

2.  On the Purchases screen, select Add Purchase. 

3. Select the relevant Office Journal. 

4. Start typing a name in the Pay To field to select an entity from the directory. If the supplier does not exist, a purple New symbol will appear to the right of the field and a note under the field will inform the user that an entity card will be created. 

Note: When adding a new supplier during the processing of a transaction, the subsequent entity and supplier are both created with an Active status.In order to complete the details such as address, contact information and bank details the newly created Entity card in Suppliers must be Updated in Directory. The newly created Supplier will need to undergo  a Verification process .This process allows Supplier banking,Tax and payment terms information to be reviewed prior to any Payment being made to the supplier. 

5. Select the Posting Date, Invoice Date and Due Date. 

6. Enter an Invoice Number and Description. 

7. To add an allocation line to the purchase, select Add Allocation. 

8. In the Allocate To column, enter a matter number, entity or Nominal name/number

9. Enter a Reference Number.

10. Enter or amend the Description (if needed). 

11. Confirm the Amount of the purchase. 

12. Select the Tax Code. 

13. Confirm the Billing Tax Code (if needed). 

14. To split the allocation and add further allocation lines, select Add Allocation. 

15. To attach a document such as an Invoice, Click Attach Files in the top right of the screen. Alternatively, Drag and Drop the file from a location on your desktop, into the box provided. 

Note: Once a transaction is completed with an attachment present, you can later access the attached file by navigating to the relevant Office or Client/Trust ledger, selecting the transaction and then selecting the Attachments heading. 

16. Once complete, select Post. 

AI Invoice Scanning

The AI Scanning feature allows you to upload a copy of the Purchase Invoice, which will automatically enter details of the invoice into the Purchase screen.  The details include the Supplier, Invoice Date, Invoice number, allocation details and totals. 

1. In the top menu, select Purchases.

2. Select Add Purchase. 

3. Select Upload Files and select your PDF invoice from your computer. 

4. Once the Invoice is uploaded, select Scan PDF.  

5. The system will use the details from the invoice to populate the Purchase. 

6. Complete any fields such as Reason. The Allocation lines will need to be completed. Allocate to either a Ledger Account or a Matter and select the relevant Tax Code. 

7. Once the invoice details are completed, select Post, or Post & New to create another Purchase. 

How to create a Purchase Order

1. In the top menu, select Purchases. 

2.  On the Purchases screen, select Add Purchase Order. 

3. Select the relevant Office Journal. 

4. Start typing a name in the Pay To field to select an entity from the directory. If the supplier does not exist, a purple New symbol will appear to the right of the field and a note under the field will inform the user that an entity card will be created.

Note: When adding a new supplier during the processing of a transaction, the subsequent entity and supplier are both created with an Active status.In order to complete the details such as address, contact information and bank details the newly created Entity card in Suppliers must be Updated in Directory. The newly created Supplier will need to undergo  a Verification process .This process allows Supplier banking,Tax and payment terms information to be reviewed prior to any Payment being made to the supplier. 

5. Enter an Order Date and Invoice Description.

6. To add an allocation line to the purchase, select Add Allocation. 

7. In the Allocate To column, enter a matter number, entity or Nominal Name/Number. 

8. Enter a Reference Number.

9. Enter or amend the Description (if needed). 

10. Confirm the Amount of the purchase. 

11. Select the Tax Code. 

12. Confirm the Billing Tax Code (if needed). 

13. To split the allocation and add further allocation lines, select Add Allocation. 

14. Select Create Purchase Order.

15. Once a Purchase Order has been created, it will appear on the Purchases screen. 

Changing a Purchase Order to a Purchase

When an invoice has been received and a correlating purchase order is in the system, the purchase order will need to be changed to a purchase. Once changed to a purchase the relevant account entries will appear on the journal. 

1. In the Navigation menu, select Purchases. 

2.  On the Purchases screen, click on the three ellipses at the end of the relevant purchase order for the invoice received. 

3. Select Convert to Purchase. 

4. Confirm the Purchase details are correct and amend where required. 

5. Enter the Invoice Number and Dates

6. Confirm the Purchase Allocations are correct and amend where required. 

7. Click Attach Files in the top right of the screen. Alternatively Drag and drop the file from a location on your desktop, into the box provided. 

Note: Once a transaction is completed with an attachment present, you can later access the attached file by navigating to the relevant Office or Trust ledger, selecting the transaction and then selecting the Attachments heading. 

8. Select Post.