Posting a Purchase Invoice Against a Stock Record

Modified on Mon, 5 May at 9:39 AM

This guide explains how to post a purchase invoice against a vehicle stock record in Navigator. It ensures that vehicle costs are correctly recorded, VAT is handled properly, and all financial entries are correctly reflected in the purchase ledger or GANI (Goods Awaiting Invoice) as appropriate.

Step-by-Step: Posting a Purchase Invoice

1. Open the Stock Record

Start by locating and opening the vehicle stock record you wish to update.
Ensure the record is correct and complete.

2. Navigate to the Purchase Status Tab

Click the Purchase Status tab within the stock record.
Click the Post Purchase button.

This will launch the purchase invoice entry screen.

3. Search for the Supplier

Enter the supplier name or account number in the appropriate field.
Confirm you are posting to the correct account.

4. Choose Invoice or Delivery Note

⚠ Do not fill in both fields.

Option A: Using an Invoice Number

Enter the Invoice Number.
Input the inclusive (gross) value.
Enter the VAT amount separately.
If using an invoice number:
- The transaction is posted to the Purchase Ledger.
- If your user profile lacks direct posting access, the VAT portion will be excluded from the ledger and the transaction will go into the GANI.

Option B: Using a Delivery Note

Enter the Delivery Note Number only.
Enter the net value.
No VAT is applied in this method.
The transaction is always posted to the GANI.

5. Enter Document Date

Add the date from the invoice or delivery note.

6. Allocate the Invoice

You must allocate the net values to the correct cost categories:

Double-click the “To Post” field next to each item (e.g. vehicle, delivery).
Enter the net amount being allocated to each category.
Use other tabs if required (e.g. RFL, accessories).

? VAT is not included in the allocation step.

7. Self-Billing Option (if applicable)

If you need to generate a self-billing invoice:
- Tick the Self-Billing Invoice checkbox.
- Complete the necessary details for inclusion.
- Ensure you tick Print Self-Billing Invoice before closing the window.

8. Post the Invoice

Once all allocations are made, click Post.
The transaction is now recorded and the costs are visible in:
- Cost Analysis
- Profit Analysis

Summary

Step	Action
Access Vehicle Record	Open stock record and navigate to Purchase Status tab
Launch Purchase Entry	Click Post Purchase
Select Supplier	Search by name or account number
Enter Invoice or Delivery Note	Only use one method (not both)
Allocate Net Values	Enter per category (e.g. vehicle, delivery); VAT excluded
Self-Billing (if required)	Tick checkbox and complete print options
Finalise Posting	Click Post to complete

Correct invoice posting ensures that vehicle costs are accurately captured and the profit analysis reflects true margins.