| <?xml version="1.0" encoding="UTF-8"?> |
| <!-- |
| Licensed to the Apache Software Foundation (ASF) under one or more |
| contributor license agreements. See the NOTICE file distributed with |
| this work for additional information regarding copyright ownership. |
| The ASF licenses this file to you under the Apache License, Version |
| 2.0 (the "License"); you may not use this file except in compliance |
| with the License. You may obtain a copy of the License at |
| http://www.apache.org/licenses/LICENSE-2.0 Unless required by |
| applicable law or agreed to in writing, software distributed under the |
| License is distributed on an "AS IS" BASIS, WITHOUT WARRANTIES OR |
| CONDITIONS OF ANY KIND, either express or implied. See the License for |
| the specific language governing permissions and limitations under the |
| License. |
| --> |
| <section xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance" |
| version="5.0" xmlns:xl="http://www.w3.org/1999/xlink" xmlns:xi="http://www.w3.org/2001/XInclude" |
| xsi:schemaLocation="http://docbook.org/ns/docbook ../../../content/dtd/docbook.xsd" |
| xmlns="http://docbook.org/ns/docbook"> |
| <title>The Purchase Invoice help screen</title> |
| <para>The Purchase Invoice sub menu is used to specify the default |
| account to be used for the individual line items that appear on a |
| Purchase Invoice. The items are identified by a line description which |
| can be mapped to a specific general ledger account. Purchase invoices |
| can be made up of a variety of items as well as the product that is |
| being bought (eg discounts, promotions, work effort or labour costs |
| etc). The majority of businesses will want to track these type of |
| items separately in the general ledger and this screen will allow this |
| type of setup.</para> |
| <para>This setup will translate to one side of the journal entry only. |
| </para> |
| <para>IMPORTANT: This screen is one of the screens where the default |
| entries that are displayed here are entered via the Global GL Settings |
| under the sub menu 'Invoice Item Type'. This screen allows users to |
| override the global settings for the Purchase Invoice item type. An |
| example of why this could be necessary could be that a company many |
| want to isolate the sales reporting of a specific department or |
| business unit separately (eg subledgers etc) but still have the option |
| of a 'catch all' global general ledger account.</para> |
| <para>VERY IMPORTANT NOTE: Need to do more investigation but the it |
| looks like these Purchase Invoice mappings dont work when used as part |
| of the Purchase Order to Purchase Invoice Process.(Have been doing |
| some tests to try and get it to post to a different account than |
| 'Uninvoiced Shipment Receipts' and 'Inventory' but hasnt worked so |
| far.) We need to be able to specify things such as Sales Tax, Freight |
| and any Purchase Order adjustments.</para> |
| <para>These override mappings do work if there is no Purchase Order |
| just a Purchase Invoice as shown in the simple process below. How the |
| Purchase Invoice mappings are used is best shown by an example. A very |
| simple description of a Purchase Invoice Process could be as follows: |
| </para> |
| <orderedlist> |
| <listitem> |
| <para>You have ordered something from a supplier (eg indirect |
| purchasing such as stationery etc via phone)</para> |
| </listitem> |
| <listitem> |
| <para>The Supplier ships the products to you (NOTE: as they are not |
| stored in the Warehouse but in your offices - so dont need an |
| Inventory Receive.....????)</para> |
| </listitem> |
| <listitem> |
| <para>You receive the product and an invoice from the Supplier |
| (Purchase Invoice)</para> |
| </listitem> |
| <listitem> |
| <para>You enter the Purchase Invoice pay the Supplier the amount |
| invoiced</para> |
| </listitem> |
| </orderedlist> |
| <para>Let's focus on step of 4 in more detail.</para> |
| <itemizedlist> |
| <listitem> |
| <para>You have received the product from the supplier with an invoice |
| </para> |
| </listitem> |
| <listitem> |
| <para>In OFBiz you enter the Purchase Invoice using 'Create New' in |
| the 'Invoices' menu of Accounting Manager</para> |
| </listitem> |
| <listitem> |
| <para>Using the 'Items' sub menu you can create individual items on |
| the Purchase Invoice (eg Paper, Pens, Sales Tax etc and they dont |
| need to have a Product Id associated with them)</para> |
| </listitem> |
| <listitem> |
| <para>When you add a new invoice item to the Purchase Invoice it is |
| the 'Invoice Item Type' that is affected by the Purchase Invoice |
| override mappings</para> |
| </listitem> |
| <listitem> |
| <para>The Purchase Invoice can then be moved to various statuses |
| (Approved, Received, Ready or Cancelled)</para> |
| </listitem> |
| <listitem> |
| <para>When the status is moved to 'Ready' this is a trigger for an |
| 'automatic' accounting transaction</para> |
| </listitem> |
| <listitem> |
| <para>The transaction type generated is called 'Purchase Invoice' and |
| it uses the Purchase Invoice override mappings</para> |
| </listitem> |
| </itemizedlist> |
| <para>Transaction Type: Purchase Invoice, DR 516100 Purchase Order |
| Adjustments , DR ????? Sales Tax, CR 210000 Accounts Payable </para> |
| <section> |
| <title>How do I add a new Purchase Invoice override mapping?</title> |
| <para>By default there are no Purchase Invoice override mappings that |
| are configured as part of the OFBiz demo data.</para> |
| <orderedlist> |
| <listitem> |
| <para>Select the 'Invoice Purchase Item Type' from the drop down |
| list</para> |
| </listitem> |
| <listitem> |
| <para>Select the ' Invoice Override Expense GL Account Id' to map it |
| to from the drop down list</para> |
| </listitem> |
| <listitem> |
| <para>Press the 'Save' button</para> |
| </listitem> |
| <listitem> |
| <para>The new mapping will be displayed in the 'Invoice Override |
| Expense GL Account' column in the list at the bottom of the screen |
| </para> |
| </listitem> |
| </orderedlist> |
| </section> |
| <section> |
| <title>How do I update a Purchase Invoice override mapping?</title> |
| <para>An existing Purchase Invoice override mapping cannot be updated |
| but needs to be removed and a new mapping added. If you try to add an |
| override to an item that already has an override you will get a |
| duplicate record error message.</para> |
| </section> |
| <section> |
| <title>How do I remove a Purchase Invoice override mapping?</title> |
| <para>NOTE: Only the override mapping can be deleted. The default |
| mapping record cannot be deleted here (even though the Remove button |
| is displayed next to it!)</para> |
| <orderedlist> |
| <listitem> |
| <para>Locate the entry that needs the override deleted in the list |
| of Purchase Invoice override mappings</para> |
| </listitem> |
| <listitem> |
| <para>Press the 'Remove' button next to the entry</para> |
| </listitem> |
| <listitem> |
| <para>The override mapping will be removed from the 'Invoice |
| Override Expense GL Account' column of the entry </para> |
| </listitem> |
| </orderedlist> |
| </section> |
| </section> |