Upload a supplier bill and a supplier credit memo

Steps

1. 1

   Open Supplier Bills and select Upload Document

   In the left menu select Accounting, then Supplier Bills. Select the Hide navigation icon for more room, then Upload Document. The window asks what kind of document it is: Supplier Bill, Expense Receipt, Credit Memo, Debit Memo or Purchase Order. A purchase order is not an accounting entry; it is kept so that orders, bills and payments can be compared.

   • Select Accounting
   • Select Supplier Bills
   • Select Hide navigation
   • Select Upload Document
2. 2

   Choose Supplier Bill and select the file

   Select Supplier Bill, then Select File, and choose the supplier's invoice, here the PDF file gulf-carton-invoice-GCP-INV-26-0431. PDF files and PNG, JPG and TIFF pictures are accepted. A message says the document was uploaded and that reading is in progress.

   • Select Supplier Bill
   • Select Select File
   • Upload Choose a file: gulf-carton-invoice-GCP-INV-26-0431.pdf
3. 3

   Wait for the document to be read

   The new row first shows the status Pending and no details. Reading takes up to about a minute. Select another section and come back to Supplier Bills to refresh the list. When the status is Extracted, the supplier, the invoice number, the date, the amount and the VAT have been filled in from the document.

   • Select Banking
   • Select Supplier Bills
   • Select Supplier Bills
   • Select Banking
   • Select Banking
   • Select Supplier Bills
   • Select Supplier Bills
4. 4

   Check what was read

   Select the eye on the row. The lines of the invoice were read too: bubble wrap and printed gift boxes, with quantities, unit prices and VAT. Compare everything with the document: supplier, number, date, 3,000 dirhams before VAT, 150 of VAT and a total of 3,150. You are the control on the reading.

   • Select View line items
5. 5

   Select Review posting and verify

   Select Review posting and verify. The window shows the entry that will be posted: the cost account debited 3,000, the input VAT account debited 150, and Accounts Payable credited 3,150. When an uploaded bill has no category, the cost goes to the default expense account from Posting accounts, 6590, Other Operating Expenses. Check that this is right before you verify.

   • Select Review posting and verify
6. 6

   Select Verify and post

   Select Verify and post. The bill's status changes to Verified, with its journal entry number beside it.

   • Select Verify and post

   

7. 7

   Upload the credit memo

   The supplier has sent a credit note for cartons that arrived damaged. Scroll up and select Upload Document again. This time select Credit Memo, described as a vendor credit note reducing the amount owed, then Select File, and choose the credit note PDF.

   • Select Upload Document
   • Select Credit Memo
   • Select Select File
   • Upload Choose a file: gulf-carton-credit-note-GCP-CN-26-0031.pdf
8. 8

   Wait for the credit memo to be read

   As before, the row shows Pending, then Extracted. Its Type reads Credit Memo, and it shows the supplier's credit note number, the date, and an amount of 420 dirhams including 20 of VAT.

   • Select Banking
   • Select Supplier Bills
   • Select Supplier Bills
   • Select Banking
   • Select Banking
   • Select Supplier Bills
   • Select Supplier Bills
9. 9

   Review the posting of the credit memo

   Select the green tick on the credit memo's row, called Verify and post bill. Read the preview: it runs the opposite way to a bill. The expense account is credited 400, the input VAT account is credited 20, and Accounts Payable is debited 420. The credit reduces the cost, the VAT you can recover and what you owe.

   • Select Verify and post bill
10. 10

    Select Verify and post

    Select Verify and post. The credit memo is Verified and has its own journal entry. Its transaction in Tax is negative, so the input VAT claimed for the period goes down by 20 dirhams.

    • Select Verify and post
11. 11

    Read the list and the tiles

    Scroll to the top. The list holds three documents from the supplier, all Verified: two bills and one credit memo. Total Bills counts three, Pending Review is zero, and Unmatched counts the documents that no bank payment has been matched to yet. The red bin at the end of a row deletes a document that was entered by mistake.