Posting a vehicle purchase invoice correctly ensures accurate financial records and seamless cost tracking. Follow these steps to efficiently complete the process.

Step 1: Select the Stock Record

  1. Navigate to the stock record for the vehicle you need to post an invoice against.
  2. Go to the View/Post menu.

Step 2: Access the Invoice Posting Section

  1. In the Post section, click the Invoice button.

Step 3: Enter Invoice Details

A new window will appear where you must input the invoice information.

Required Fields:

  • Supplier: Enter the supplier name or supplier account number.
  • Invoice No:Input the invoice number. This posts the invoice directly to the supplier's purchase ledger account.
    • Note: If you are posting an "Accrual" instead of an invoice, skip the invoice number field and enter the relevant number in the Delivery Note Ref field. This will post the cost against the vehicle and create an entry in the GANI listing for the supplier.
  • Date: Enter the purchase invoice date.
  • Invoice Value:
    • If posting an invoice, enter the total value including VAT.
    • If posting a delivery note, enter the value excluding VAT.
  • VAT: Input the VAT amount, if applicable.
  • Hold Payment: If required, select the Hold Payment option.
    • This is useful for invoices that are in dispute, flagging them as "held" in the supplier's purchase ledger account.
  • Note: Add any relevant notes—these will appear alongside the entry in the nominal ledger.

Step 4: Allocating Costs

  1. The system defaults to the Vehicle tab, but you can select another tab based on the type of cost being posted.
  2. If posting the full vehicle cost, use the Auto Allocate option to automatically apply the entire invoice value (excluding VAT) against the vehicle.
  3. If the invoice only covers part of the vehicle cost:
    • Enter the relevant amount in the To Post box.
    • Continue posting until the full invoice value (excluding VAT) has been allocated.
    • The system will not allow you to exit until the full amount has been assigned.

Step 5: Finalise the Posting

  1. Once the full amount has been allocated, click Post to complete the transaction.
  2. You will be redirected to the Purchase Status tab, where you can review your posting by selecting Cost Analysis.

Step 6: Optional - Generate a Self-Billing Invoice

  • If required, you can generate a self-billing invoice by ticking the box at the bottom of the input window.

Posting Costs to Closed Deals

  • If the stock record is closed, you can still post a purchase invoice if you have permission to re-open and close the deal.
  • A warning will appear, notifying you that the stock record will be re-opened.
  • Once the cost is posted, the system will automatically re-close the stock record.
  • The accounting date for all transactions will be the date of the purchase invoice.