This activity is applicable if you are using Transaction e-Mail to send and receive purchase order documentation via e-mail. For more information see your Sage 200 Accounting System Manager User Guide.
The format and completeness of invoices collected from Transaction e-Mail is the same as if the invoice details had been manually recorded into Purchase Order Processing. This is achieved in Transaction e-Mail when the invoice lines are validated and matched to outstanding purchase order lines. This creates a link between invoice lines and order lines.
All Transaction e-Mail invoices moved into Purchase Order Processing are subject to further processing. To process invoices further you can:
● Accept an invoice, this saves the invoice and generates the relevant postings to the integrated modules.
● Match invoice lines to goods received, provided your system is set for three-way matching of invoices. For more information see Match invoice and credit notes to on page 29.
● Delete an invoice.
Accept a Transaction e-Mail invoice
Use this activity to save the invoice. The purchase order, stock records and purchase ledger records are updated and nominal ledger entries are generated.
Once the invoice details are saved the 'Enter Purchase Invoice' window is displayed. You can use this to amend the tax values and take care of any rounding discrepancies. The exchange rate cannot be amended. If the Purchase Ledger is enabled for invoice authorisation, the invoice is marked for authorisation. For more information see your Sage 200 Purchase Ledger User Guide.
To accept a Transaction e-Mail invoice
Choose Order Processing > Process Transaction e-Mail Invoices.
● Select to view 'All Transaction e-Mail purchase invoices' or purchase invoices for a 'Single supplier'.
● Select the Transaction e-Mail invoice from those displayed.
● Click 'Accept Invoice'.
● The 'Enter Purchase Invoice' window is displayed. The window is populated with the recorded invoice values. Use the window to amend tax values and take care of rounding discrepancies where required. The exchange rate cannot be amended. If the invoice is flagged for authorisation, you can remove the flag (provided the invoice value has not exceeded the authorisation limit).
Match a Transaction e-Mail invoice to goods received note
This is only applicable if your system is set to perform a three-way match for purchase invoices.
An invoice is matched to the goods that have been received, which in turn matches the invoice to the purchase order. You can also amend the invoice details during the activity.
Once the invoice has been matched it can be posted. This saves the invoice details. The purchase order, stock records and purchase ledger records are updated and nominal ledger entries are generated. Alternatively, you can choose to save the information but prevent updates to the integrated modules if further processing of the invoice is required.
To match Transaction e-Mail invoice to a goods received note
● Choose Order Processing > Process Transaction e-Mail Invoices.
Note: Where a purchase order uses service/labour items or free text items, these items can only be recorded as invoiced using a three-way match provided your system is set to mark such items as received prior to invoicing. If not, such items can only be recorded as invoiced using the two-way match. For more information see Record receipts prior to invoicing for on page 27
● Select to view 'All Transaction e-Mail purchase invoices' or purchase invoices for a 'Single supplier'.
● Click 'Match to GRNs'. The 'Purchase Invoice Record' window is displayed, populated with the invoice details.
● Select the item from those displayed in the 'Select order items to match to invoice' section of the window.
● To mark the item for invoice, select the check box located to the left of the item.
● Match the associated deliveries to the item by selecting a delivery from those displayed in the 'GRNs for order item section' of the window and select the check box, located to the left of the delivery. Then accept or amend the quantity displayed in the 'Qty to be Invoiced' column. Continue to match deliveries to the item.
● Continue to select and mark items and associated deliveries for invoice.
● Before you save the invoice check the information. To save the information but prevent the generation of postings click 'Close'. If you are using disputed invoice processing and you want to put the invoice on hold mark it as disputed. For more information see Mark invoice as disputed on page 138.
● To accept and post the invoice click 'Post Invoice' and the 'Purchase Ledger Invoice Entry' window appear. This is populated with the values you have entered.
● Use the 'Purchase Ledger Invoice Entry' window to amend tax values and take care of rounding discrepancies where required. The exchange rate cannot be amended. If the invoice is flagged for authorisation, you can remove the flag provided the invoice value has not exceeded the authorisation limit.
Note: Use 'Find' to search for an item in the displayed list and use 'View Order' to display full details of a purchase order during this activity.
Note: The total GRN quantity (quantity delivered) for an item cannot exceed the order item quantity.
Delete a Transaction e-Mail invoice
Use this activity to remove the Transaction e-Mail invoice from Purchase Order Purchasing.
The link to the matched order lines is also removed. This allows the order lines to be rematched.
Deleting a Transaction e-Mail invoice in Sage 200 does not delete the source e-mail held in Transaction e-Mail.
To delete a Transaction e-Mail invoice
● Choose Order Processing > Process Transaction e-Mail Invoices.
● Select to view 'All Transaction e-Mail purchase invoices' or purchase invoices for a 'Single supplier'.
● Select the invoice from those displayed.
● Click 'Delete Invoice' and confirm intent to proceed when prompted.