Invoice Capture and Posting

Invoice Capture allows you to import supplier invoices into Navigator, review the captured data, and post the transaction directly to the ledger. The system reads the invoice details and prepares the posting information so you only need to confirm or adjust the values before posting.

This process reduces manual data entry and speeds up invoice processing.

Open Invoice Capture

1. Open Accounts >  Purchase Ledger

2. Go to Post from Archive.

3. The Invoice Capture screen displays a list of invoices that have been imported or uploaded.

Each record represents a document awaiting review and posting.

Review the Captured Invoice

Select the invoice from the list to open the document view.

The screen displays:

• The scanned invoice image or PDF
• Supplier information
• Invoice number
• Invoice date
• Net value
• VAT value
• Gross total

Review the captured information and confirm the values match the invoice.

Check the Supplier Account

Ensure the correct supplier account is selected.

If the supplier has been recognised automatically, the account will already appear in the supplier field.

If the supplier is incorrect:

1. Select the supplier field.

2. Search for the correct account.

3. Select the supplier from the list.

Verify Invoice Details

Confirm the following details before posting:

• Invoice number
• Invoice date
• Net amount
• VAT amount
• Gross total

Adjust any values if the capture has misread the document.

Assign the Posting Accounts

Each invoice line must be assigned to the correct ledger account.

Review:

• Purchase account
• Cost centre or department (if used)
• VAT code

If required, change the account or VAT code to match the invoice.

Post the Invoice

Once all information is confirmed:

1. Select Post.

2. Navigator creates the purchase invoice transaction.

3. The system posts the values to the ledger.

The posting will normally create entries such as:

Result

After posting:

• The invoice is recorded in the purchase ledger.
• The supplier balance increases by the gross invoice value.
• The expense and VAT values are recorded in the ledger.

The invoice no longer appears in the Invoice Capture queue.

Why This Matters

Invoice Capture reduces manual processing and improves accuracy. Reviewing captured values before posting ensures that supplier invoices are recorded correctly in the ledger while maintaining accurate VAT and expense reporting.