Creditor Invoices

Overview

In WorkBook, a voucher is the overall term used for creditor invoices, personal expense claims, and mileage claims. WorkBook processes all three entry types in the Creditor Invoices module.

The only way to enter external purchases against jobs is through the Creditor invoices grid in the Finance & Administration module – this is not possible through the general ledger. The offset account is either a creditor or a holding account (see more below).

There are three basic scenarios for using the Creditor invoices grid.

  • Enter approved vouchers and send them directly for booking (status 50).
  • Enter vouchers and add users as approvers manually.
  • Enter vouchers and have WorkBook add approvers automatically. This is done by setting up a role-based approval workflow. For more information, see Approval Workflows and Rejections and the Voucher Approval Setup section below.

The top section of the Creditor invoices grid contains the voucher headers – one line per voucher. This section displays basic information about the voucher, such as the voucher number, invoice number, creditor, invoice date, currency, total amount, due date, posting date, voucher type, payment type, and bank information.The bottom section contains the voucher lines, where you can allocate the cost of the individual vouchers to a finance account, job, activity, task, company department – or a combination of these parameters. There can be one or more lines per voucher.

NOTE: As long as the total amount of the allocated lines match the total amount on the header, you can apply any VAT codes, except Acquisition VAT. The total amount for vouchers on creditors that were set up to use Acquisition VAT are highlighted in green in the header. For this type of voucher, the Creditor VAT code cannot be changed on the individual allocation lines.

Create a Voucher

Use the Create invoice dialog box to add a voucher.

  1. On the module toolbar, click Finance & Administration .
  2. In the left pane of the Finance module, click Creditors » Creditor invoices.
  3. On the grid toolbar, click Create new invoice .
  4. Use the fields and options in the Create invoice dialog box to create an invoice.

PO no.: You can create a voucher using an existing PO number or you can create a new PO number for an existing creditor. If you use an existing PO number, it automatically populates the relevant fields in the Create new invoice dialog box, such as Creditor, Total Amount and Description. You can change the values in those fields – this enables you to easily link multiple creditor invoices to one PO.

You cannot use an unapproved PO number with a creditor invoice.

Creditor: Select a creditor from the drop-down list. If you use an existing PO number, WorkBook populates this field automatically.

Invoice number: Enter the invoice number. If you want to use the same invoice number multiple times on a creditor, use system variable 511. For more information, see System Variables.

Invoice date: Select the invoice date.

Posting date: Select the invoice posting date.

Currency: Select the currency for the invoice.

Total amount: Enter the amount for the invoice. If you use an existing PO number, WorkBook populates this field automatically.

Description: Enter a description for the voucher. If you use an existing PO number, WorkBook populates this field automatically.

Voucher number: Depending system variable 445 or 446, WorkBook may suggest a voucher number or allow you to enter your own voucher number.

Upload voucher file: This is a required field if system variable 1102 is selected in the Settings module.

The following fields may or may not be editable or available, depending on system variables 449 and 1096.

Payment definition: WorkBook automatically populates this field based on the creditor selected.

Payment method: WorkBook automatically populates this field based on the creditor selected.

Creditor payment no.: Enter the creditor payment number for the selected payment method.

Payment identifying no.: Enter the payment identifying number for the selected payment method.

Bank account: This field is available only if you selected Local bank account in the Payment method field.

SWIFT: This field available only if you selected Foreign bank account in the Payment method field.

IBAN: This field available only if you selected Foreign bank account in the Payment method field.

5.  Click OK.

6.  Use the voucher line at the bottom section of the Creditor invoices grid to define the voucher based on a wide range of parameters, including the PO number, job, task, activity, finance account, company department, net amount, cost amount, total amount, activity VAT, creditor VAT, job sale amount, and billing method.

NOTE: WorkBook determines the margin of factor based on the job that you selected for the voucher line. You can manually change the margin factor depending on whether or not system variables 195 and 1080 are selected in the Settings module.

Upload a Voucher File

Use the Creditor invoices module to add a file to a voucher. When a voucher is in status 10 and has the wrong voucher file, you can upload a new voucher file to overwrite the wrong file.

  1. On the module toolbar, click Finance & Administration .
  2. In the left pane of the Finance module, click Creditors » Creditor invoices.
  3. In the top section of the Creditor invoices grid, select a voucher and click Upload voucher  on the grid toolbar.
  4. Drag the file that you want to upload to the dialog box provided, or click Choose file and select the file.
  5. Click OK.

Voucher Approval Setup

For information about the different approval roles in WorkBook, see Company Approvals.

Set Up Role-based Creditor Invoice Approval

Use the Credit invoice approval grid in the Settings module to assign approvers based on invoice type. When an invoice reaches status 20 or above, WorkBook automatically assigns it to an approver based on the invoice type. For more information about setting up creditor invoice approvers, see Creditor Invoice Approval.

  1. On the module toolbar, click Settings .
  2. In the left pane of the Settings module, click Company approvals » Creditor invoice approval.
  3. On the Role approval tab of the Creditor invoice approval grid, click Add new role .
  4. In the Add role dialog box, select a role from the drop-down list, and click OK. A row for the new role is added to the grid.
  5. Use the following columns to define the new approver role further.

Active: Select the check box if you want to activate a role.

Priority: Priority 1 refers to the first approver, Priority 2 refers to the second approver, and so on. This means that Priority 2 can approve a voucher only if Priority 1 has already approved it.

Trigger amount: The role becomes active only if the invoice amount is over the trigger amount.

Employee: Certain roles require specific employees assigned to them.

Dimension role: This is a specialized role for big organizations and requires additional setup. For more information, contact the WorkBook Customer Care Team.

WorkBook sends a notification to the Inbox of the approver you defined in the Credit invoice approval grid when a voucher that falls under the approver’s role is ready for approval.

Assign Voucher Approvers Manually

You can manually assign approvers to a voucher.

  1. On the module toolbar, click Finance & Administration .
  2. In the left pane of the Finance module, click Creditors » Creditor invoices.
  3. In the top section of the Creditor invoices grid, select a voucher.
  4. On the grid toolbar, click Add approver .
  5. In the Add approver dialog box, select an approver from the drop-down list and enter a comment. Select the Increase existing approvers priority by 1 option if you want to add the approver to the first row.
  6. Click OK. The new approver is added to the list.

You can also add approvers using the voucher card.

  1. In the Creditor invoices grid, position your pointer over the Voucher no. column, and click Voucher card .
  2. On the side toolbar of the voucher card, click Approvers .
  3. On the top toolbar of the voucher card, click Add approver .

Substitute an Employee for an Existing Voucher Approver

If you are the designated approver on a voucher, you can substitute another employee as the approver on that voucher.

  1. On the module toolbar, click Finance & Administration .
  2. In the left pane of the Finance module, click Creditors » Creditor invoices.
  3. In the top section of the Creditor invoices grid, select a voucher.
  4. Position your pointer over the Voucher no. column, and click Voucher card .
  5. On the side toolbar of the voucher card, click Approvers .
  6. In the grid, select an approver.
  7. On the top toolbar of the voucher card, click Move approval to another employee .
  8. In the Add approver dialog box, select an employee from the drop-down list and enter a comment. Select the Increase existing approvers priority by 1 option if you want to add the approver to the first row.
  9. Click OK. The substitute approve is added to the list.

Remove an Approver from a Voucher

You can remove manually-added approvers from a voucher.

  1. On the module toolbar, click Finance & Administration .
  2. In the left pane of the Finance module, click Creditors » Creditor invoices.
  3. In the top section of the Creditor invoices grid, select a voucher.
  4. Position your pointer over the Voucher no. column, and click Voucher card .
  5. On the side toolbar of the voucher card, click Approvers .
  6. In the grid, select an approver.
  7. On the top toolbar of the voucher card, click Remove approver .

Approve Vouchers

Use the creditor invoices grid to approve vouchers. Once you approved a voucher, its status changes to the next status. For example, if you approved a voucher with a status of 10 (New voucher), its status changes to 20 (For approval). If system variable 781 is selected in the Settings module and there is no one else to approve that voucher, WorkBook automatically changes its status to 50.

You can also approve a voucher by changing its status. For more information about voucher statuses, see the Voucher Status section below.

  1. On the module toolbar, click Finance & Administration .
  2. In the left pane of the Finance module, click Creditors » Creditor invoices.
  3. In the top section of the Creditor invoices grid, select a voucher and click Approve selected vouchers  on the grid toolbar. You can also click  in each row to approve the vouchers.

     To approve all vouchers displayed in the grid, click  in the table header.

Approve Vouchers from your Inbox

If you are an approver for a voucher, Workbook sends a notification to your inbox where you can approve the voucher.

Park Voucher for Booking

You can “park” a voucher if you do not want that voucher to go through the internal approval workflow.

  1. On the module toolbar, click Finance & Administration .
  2. In the left pane of the Finance module, click Creditors » Creditor invoices.
  3. In the top section of the Creditor invoices grid, select the voucher you want to park and click Park voucher for booking on the grid toolbar.
  4. Enter a comment in the Comment dialog box, and click OK. The row for the selected voucher now displays .

Cancel Voucher Parking

To cancel the parked status of a voucher, select the voucher in the Creditor invoices grid, and click Cancel parking  on the grid toolbar.

Put Voucher Payment on Hold

You can put a voucher payment on hold using the Creditor invoices module. You can do this under certain scenarios, such as when you are still awaiting product delivery, or when you are still negotiating the payment amount with the creditor.

  1. On the module toolbar, click Finance & Administration .
  2. In the left pane of the Finance module, click Creditors » Creditor invoices.
  3. In the top section of the Creditor invoices grid, select the voucher for which the payment should be put on hold and click Set payment on hold  on the grid toolbar.
  4. In the “Block payment for voucher” dialog box, select a reason for putting the voucher payment on hold from the drop-down list in the Reason field, and enter a description.

5.  Click OK. The row for the selected voucher now displays .

OK Voucher Payment

Once you have resolved the reason why you put a voucher payment on hold, you can approve payment for that particular voucher by clicking OK for payment  on the grid toolbar of the Creditor invoice module.

View Payment Information

To view the payment information for a voucher, select the voucher in the Creditor invoices grid and click Payment information  on the grid toolbar.

Edit Creditor VAT on Vouchers

You can change the VAT code on a voucher between Acquisition VAT and VAT codes that are not Acquisition VAT codes as long as there are no special VAT lines in the bottom grid.

If the VAT code, for some reason, deviates from the VAT code defined for the creditor in the Creditor List module, you can change it in the bottom grid of the Creditor Invoices module.

  1. On the module toolbar, click Finance & Administration .
  2. In the left pane of the Finance module, click Creditors » Creditor invoices.
  3. In the top section of the Creditor invoices grid, select the voucher for which you want to change the creditor VAT, and click Edit creditor VAT  on the grid toolbar.
  4. In the “New creditor VAT” dialog box, select a VAT type from the drop-down list in the Edit creditor VAT field.
  5. Click OK. The individual voucher lines in the bottom section of the grid displays the new creditor VAT.

Voucher Status

All vouchers pass through the same status cycle – from status 10 and to status 60. If system variable 781 is selected in the Settings module and there is no one else to approve that voucher, WorkBook automatically changes its status to 50.

The Creditor invoices grid displays the status of each voucher. To display vouchers by status, use the filter pane in the grid. In the image below, the grid is filtered to display invoices with status of 10 (New voucher) and 20 (For approval).

Voucher Filters

Aside from the voucher status, you can also use any combination of the following filters to determine the voucher to display in the grid:

  • Invoice types
  • Creditor
  • Approver
  • Period
  • Invoices for which payment is blocked
  • Invoices whose approval status is on hold (parked)

In addition, you can search by creditor invoice number or voucher number.

Change the Voucher Status

Changing the status of a voucher is the same as approving the voucher. For example, changing a voucher’s status from 10 to 20 means you approve the voucher.

You cannot change a voucher status of 60 (Booked) using the status icons on the grid toolbar. To do this, you need to create a reversed voucher. For more information, see the Reverse Vouchers section below.

Scan and Upload Vouchers

If operating with user approval within WorkBook, it is recommended to scan and attach voucher files to the vouchers. This can either be done when creating each voucher or by creating a Hotfolder. WorkBook scans the Hotfolder every few minutes for newly arrived voucher files. When Workbook scans the hotfolder, it automatically creates the voucher in status 10, and assigns a correct voucher number and file. Use this file to enter basic information about the voucher.

When WorkBook receives a creditor voucher via email, it saves the file to the Hotfolder without printing and scanning. Please contact WorkBook support for setting up a hotfolder.

For information on how to set up Hotfolders, contact the WorkBook Customer Care Team.

Reverse Vouchers

You can reverse vouchers with a status of  (Booked) in the Creditor invoices module. This is useful in cases when an error is discovered in the uneditable fields of a booked voucher and it is necessary to reverse it and create a reversal voucher with the correct information.

  1. On the module toolbar, click Finance & Administration .
  2. In the left pane of the Finance module, click Creditors » Creditor invoices.
  3. Display vouchers with a status of  (Booked) using the filter pane. For more information see the Voucher Status section above.

4.  In the top section of the grid, select the voucher that you want to reverse, and click Create copy/reverse voucher  on the grid toolbar.

5.  In the “Create copy/reverse voucher” dialog box, select Reverse voucher in the Action field, and enter a new invoice number and voucher number in the fields provided.

You can set up WorkBook to automatically select a new voucher number using system variable 1099. If you do this, you cannot edit the value in the New voucher no. field in the “Create copy/reverse voucher” dialog box. For more information see System Variables.

If you want to attach the original voucher attachment to the reversal voucher, select Copy original voucher file to new file. If you want to use the current date as the posting date for the reversal voucher, select Use today’s date as posting date.

6.  Click OK. The voucher status reverts to  (New voucher).

Copy Vouchers

To copy a voucher, use the procedure in the Reverse Vouchers section above, but select Copy voucher in the Action field of the “Create copy/reverse voucher” dialog box.

Reject Vouchers

Use the Creditor invoices module to reject vouchers that are awaiting approval.

  1. On the module toolbar, click Finance & Administration .
  2. In the left pane of the Finance module, click Creditors » Creditor invoices.
  3. In the top section of the grid, select the voucher that you want to reject, and click Reject voucher  on the grid toolbar. You can also click  in each row to reject the vouchers.
  4. Enter a comment in the dialog box provided, and click OK.

Force-Approve Vouchers

Use the Creditor invoices module to force-approve vouchers.

  1. On the module toolbar, click Finance & Administration .
  2. In the left pane of the Finance module, click Creditors » Creditor invoices.
  3. In the top section of the grid, select the voucher that you want to force-approve, and click Force approve voucher  on the grid toolbar.

Set Up Default Invoice Account and Activity for Creditors

You can set up a default invoice account for each creditor. This allows WorkBook to automatically allocate a voucher to a creditor, and enables you to process the voucher just by entering the voucher header data.

For example, there is a credit invoice for six months of rent that was paid in advance. You can enable WorkBook to automatically divide that amount over six months and charge the monthly rent to a balance sheet accrual account.

  1. On the module toolbar, click Finance & Administration .
  2. In the left pane of the Finance module, click Creditors » Creditor list.
  3. On the upper-right corner of the grid, click Show properties  to display the Creditor information pane.
  4. On the toolbar of the Creditor information pane, click  to display the default values.

5.  Enter the default values that you want to use for the selected creditor in the Default activity and Default accrual invoice account fields.

6.  Close the Creditor information pane.

NOTE: Make sure to choose the predefined pattern that matches the selected creditor.

Holding Accounts

You have the option to allocate costs to jobs that are not related to a creditor. For example, costs paid with cash or withdrawn directly from the bank. You can do this choosing a holding account as the offset account instead of choosing a creditor.

A holding account in WorkBook is nothing more than a pointer to a finance account.

  1. On the module toolbar, click Settings .
  2. In the left pane of the Finance module, click Finance » Holding accounts.
  3. On the toolbar of the Holding Accounts grid, click Add new holding account .
  4. Use the Add Holding Account dialog box to create a holding account.

Code: Enter a code for the holding account.

Description: Enter a description for the holding account.

Select account: From the drop-down list, select the account that you want to use as a holding account.

  1. Click OK.

Move Job Vouchers Between Jobs

This is useful in cases where a cost went to the wrong job.

NOTE: You can only move vouchers with a status of 60 – Booked. You cannot move a voucher if it is linked to a purchase order on the selected job.

  1. On the module toolbar, click Jobs .
  2. In the Jobs List module, select the job containing that voucher that you want to move.
  3. In the left pane of the Jobs List module, click Costs.
  4. In the Costs grid, click the Purchases tab.
  5. On the toolbar of the Purchases tab, click Move job voucher . WorkBook displays the vouchers that you are allowed to move in the Move Job Voucher dialog box.
  6. Select the voucher that you want to move and specify client and/or job that you want to move it to. You also have the option to link the voucher to a purchase order under the new job or client, change the posting date, and add a comment.
  7. Click OK.

Choose Accounts for Creditor Invoices

You can choose the accounts that you wish to have access to in the Creditor Invoices module.

  1. On the module toolbar, click Finance & Administration .
  2. In the left pane of the Finance module, click General ledger » Chart of accounts.
  3. In the Chart of Accounts grid, double-click the account that you want to use in the Creditor Invoices module.
  4. In the Account Information pane, click Account settings  if it is not already selected.
  5. In the Account Settings pane, select Use this account for creditor invoice entry.

Repeat this procedure for each account that you want to have access to in the Creditor Invoices module.

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