This article explores the Business Creditor Invoice Module within Bookkeeper.
Through this module, you are allowed to capture creditor invoices for:
- Disbursements against Matters - Advocate, Sheriff, Tracer, Correspondent etc.
- Disbursements against Debt Recovery Matters - Advocate, Sheriff, Tracer, Correspondent etc.
- Office Creditors against General Ledgers - Stationary Suppliers, Office Rental etc.
- Disbursement capturing against Matters and Debt Recovery Matters will appear as a Pending Disbursement and can be invoiced out to a client, either on a Pro-forma or a Tax Invoice.
- This module allows you to save your captured invoice entries, for completion and/or processing at a later time.
- This module also now enable users to attach the creditor’s invoice they are capturing.
- Users have the ability to check for duplicate invoice numbers per creditor posting.
- For ease of usage, a Reversal function was added, to reverse an invoice captured.
- A Partially Captured Invoices can be saved and complete at another time and the ability to create example template can be done.
Multiple Batches can be opened (capture more than one creditor invoice at one time).
| Multiple Batches can be opened (capture more than one creditor invoice at one time) |
Invoice number format – please consult with the firm’s bookkeeper if there needs to be a specific format. |
| Ensure the VAT portion of the creditor's invoice balances back to what is captured on GhostPractice |
| The transaction history displays both the narration and the reference, so if this information is added at the time of posting the invoice, enquiries, troubleshooting and reconciliation of the business creditor becomes easier and less time-consuming. |
SARS VAT regulations applicable to disbursements (VAT Act 54(2), 1991): “Where the consultant incurs costs on behalf of the client, such as the payment of an application fee or a licence fee, then such fees are paid in the capacity as agent for and on behalf of the client. The recovery of the costs in these circumstances will not be subject to VAT in the hands of the consultant. The consultant will simply recover the actual cost incurred from the client without claiming any input tax, and will not account for any output tax on the recovery either. This is because section 54(2) of the Value-Added Tax Act, 1991 (the VAT Act) deems the supply to be made to the client directly.” |
1. Business Creditor's Invoice
Fields & Descriptions
| Field | Description | |
| 1 | New | New Invoice: When a user selects to capture a new Creditor Invoice received, a New Invoice tab will appear.
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| 2 | Edit | To edit previously captured and saved Creditor Invoices (Not Posted) |
| 3 | Save | This will save the transaction and add the Invoice to the overview screen, but the invoice will remain open for editing |
| 4 | Save & Close | This will save and close the transaction screen and save the invoice to the overview screen |
| 5 | Save All | When multiple invoice capture batches are open and invoice details are captured, it will save all entries under Invoice Items, as well as save the batch and automatically name same |
| 6 | Save and Add Another | This will save the current invoice being captured and add it to the overview screen, as well as open a new Invoice on a new tab for the same creditor |
| 7 | Generate Invoices | This will generate an invoice |
| 8 | Clear | This will clear the invoice |
| 9 | Post | This will post the captured invoice, and it will become a financial entry |
| 10 | Post & Pay | This will post the captured invoice and generate a payment requisition to the creditor for the total invoice value. The Invoice is also allocated to the payment requisition |
| 11 | Delete | Delete a Creditor Invoice you have captured and saved, but not posted yet |
| 12 | Reversal | The new Business Creditor Invoices module has a reversal feature to allow the bookkeeper to easily reverse an incorrect posting. |
2. Business Creditor - Invoices Screen Overview
Fields & Descriptions
| Fields | Description | |
| 1 | Invoice Batches | Will display any current open invoices batches that are being worked on |
| 2 | Filters | Saved invoices can be filtered to narrow down the selection you would want to view and work on |
| 3 | Invoice List | A list of saved, but not posted invoices, will be listed for further editing, posting or deletion |
3. Business Creditor - Invoice Capturing
Fields & Descriptions
| Field | Description | |
| 1 | Invoice Information | Will contain the initial details of the Business Creditor and Invoice details |
| 2 | Business Creditor Number | Enter of Search for the correct Business Creditor |
| 3 | Business Creditor Name | After entering the Business Creditor Number, the name of the selected Business Creditor can be viewed |
| 4 | Invoice Number | Enter the invoice number of the Invoice received from the Business Creditor |
| 5 | Invoice Number Search | This will enable you to search if the invoice from the selected creditor has already been entered in the system, preventing duplicate capturing of the same invoices |
| 6 | Template |
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| 7 | Invoice Item Details | Will contain a breakdown of the line items of the Business Creditor Invoice being captured |
| 8 | MAT/DEB/General Ledger Number |
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| 9 | Account Number | Enter or search for the MAT/DEB/GEN the Creditor Invoice needs to be captured on |
| 10 | Account Name | After you search or have entered your Account Number, your Matter/Debtor/General Ledger Name will be displayed |
| 11 | Posting Code | This enables you to select a default posting code (description) that will appear in your Narration Field |
| 12 | Narration | Enter the details you want to appear on the Client Invoice, Debtor Statement or Business Creditor transaction history |
| 13 | Reference | Enter Reference |
| 14 | Invoice Date | Enter the issue date of the invoice as appearing on your Creditor Invoice |
| 15 | Due Date | When using the “Post and Pay” function, you can select a date the invoice is due for payment |
| 16 | Invoice Total | The total sum of the invoice as it appears on the Creditor Invoice |
| 17 | Attach | This will enable you to attach the Business Creditor Invoice you are capturing. This will then be attached to the Business Creditor transaction history and also listed in our Document Management Module |
| 18 | VAT Options | Select the relevant VAT option for both the Creditor and the Matter Account or Debt Recovery Debtor Account for each line item appearing on the invoice being captured |
| 19 | Clear Items | When your Invoice entry is correct, you can save it or clear it if incorrect and start again |
| 20 | Edit | After saving an Invoice Item, it can be edited and corrected before saving again |
| 21 | Delete | This enables you to delete an Invoice item completely |