To post a vehicle purchase invoice in Navigator, follow these steps:

Step 1: Select the Stock Record

  • Access the stock record you wish to post an invoice against.
  • Navigate to the View/Post menu page.

Step 2: Access the Invoice Posting Section

  • In the Post section, click on the Invoice button.

Step 3: Enter Invoice Details

A new window will appear where you need to fill in the following fields:

  • Supplier: Enter the supplier name or the supplier account number.
  • Invoice No: Enter the invoice number. This will post 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: Input the date of the purchase invoice.
  • Invoice Value: Enter the total value, inclusive of VAT if it's an invoice, or excluding VAT if it's a delivery note.
  • VAT: Input the VAT amount, if applicable.
  • Hold Payment: Select whether to hold the payment of the invoice on the purchase ledger. This is useful if the invoice is in dispute, as it will be flagged as "held" in the supplier's purchase ledger account.
  • Note: Add any relevant notes for this posting. These notes will appear alongside the entry in the nominal ledger.

Step 4: Allocating Costs

  • The system defaults to the Vehicle tab, but you can select the tab that corresponds to the cost you're posting.
  • If you're posting the full vehicle cost, use the Auto Allocate option to automatically post the entire invoice value (less VAT) against the vehicle.
  • If the invoice is only part of the vehicle cost, enter the relevant value in the To Post box.
  • Continue posting until the full invoice value (less VAT) has been allocated. The system will not allow you to exit until the full amount has been assigned.

Step 5: Finalize the Posting

  • Once the full amount has been allocated, click the Post button to complete the transaction.
  • You will be returned to the Purchase Status tab, where you can view your posting by selecting the Cost Analysis button.

Step 6: Optional - Self-Billing Invoice

  • If necessary, 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 has been closed, you can still post a purchase invoice as long as you have permission to re-open and close the deal.
  • A warning will be displayed indicating that the stock record will be re-opened. After posting the cost, the stock record will automatically be re-closed.
  • The accounting date for all transactions will be the date of the purchase invoice.