Entering Purchase Invoices is a very simple process and follows the same routine and easy to follow screens as the rest of Construction Industry Accounts (CIA).
You simply enter the suppliers code and the date of the invoice, the due by date is then automatically calculated for you (from payment terms held for that supplier). This date can be amended or you can choose to put the invoice on "hold" and enter a reason why.
You then enter the Net amount of the invoice and VAT code (this is also a default for the particular supplier), the VAT calculated can be over-written to cover any rounding differences.
The discount (if applicable) is then entered (again a default for the supplier).
The final stage is the posting of the invoice, the nominals and job costing are both updated through the one process. The invoice can be broken down, as much as necessary for both the nominals and job costing. Each entry can have a separate description and be booked to as many different jobs and analysis codes as necessary.
Key Features of CIA Purchase Ledger
- Easy to follow screens
- Multiple accounting period entries
- Automatic reference numbering
- Seamless job costing
- Invoice "on hold" ability
- Unlimited job cost splits
- All reports can be exported to Excel, Word, PDF or Emailed
- Links to Purchase Order module
- Full BACS links, print cheques, remittance advices and remittance advices attached to cheques
- Default answers according to details held against suppliers.
Construction Industry Accounts (CIA) allows a lot of default information to be entered against each individual supplier, this allows information to be retrieved automatically (although the user can always change them). Information such as VAT Code, Discount percentage, Payment Due date, Nominal code and Description are all filled out automatically. There is also a setting to put all invoices on hold.
Paying invoices is very simple and flexible. Pay just one invoice at a time, in full or as a part payment, or multi select a number of invoices at once. The user can make pre-payments or match credit notes against invoices. There is always the opportunity to correct mistakes before committing to post the payments.
It is also possible to make automatic payments. This option allows the user to pay a number of suppliers in one run.
All reports are date sensitive, allowing the user to back date reports
Shows all invoices entered during the date period selected. Can either be a summary or detailed which then shows the job costing for each invoice.
Shows all payments made during the selected date period.
Shows all invoices outstanding in a month by month tabular layout, or a summary of total owed to each supplier month by month.
Payment Due list
Shows all invoices due by the date entered, and how long it has been due for on that date. Has the option to show invoices on hold.
Gives details of payments made for the selected batch, for payments made by cheque will show cheque number, supplier made, amount and date, for BACS payments will also show BACS details.
Very clear layout, can be printed on blank or headed paper. Either layout looks professional and can be easily printed or emailed. The printed option even has fold lines to ensure the address will appear in a window envelope. Option to use pre-printed remittance advices with cheques attached.
Can print on pre-printed cheques.
Invoices on Hold
List all invoices on hold and the reason why for each supplier.
Shows total spent with each supplier over a selected time frame.
List of Suppliers
Shows name and phone number of each supplier (summary option) or full contact and address information.
Holding/Releasing Invoices after Posting
After an invoice has been posted, the user can put them on hold or release them. Simple to follow screens to choose which supplier, then select the invoice or invoices to be released or held, when an invoice is put on hold you can enter a reason why.