AP- OPERATIONS

Payable Transaction 

Transactions for Supplier Invoice (PI), Credit Note (PC), Debit Note (PD) and Payment transaction (PV) can be done at this option. Allocation of outstanding invoices can be made via PI, PC, PD and PV transactions.

This option posts on-line to Supplier/Creditors account and GST account if applicable. Upon allocation of foreign currency transactions, realized exchange gain/loss will be captured and its amount posted to the account concerned. 

How to enter Supplier Invoice (PI)?

There may be times where there is a purchase of non-stock item. User may use PI transaction to effect such transaction. 

Steps to enter PI are as follow:

1. Click on Payables – AP Operations – Supplier Invoice (AP) and the following screen will appear. 

   

   
   
2.  Click on Add button to create a new transaction  
   

   

   
   

• Fill up the fields in the header section such as Ref No, Date, Supplier, Contact Person, Currency and Exchange Rate.  
• Then select the account concerned at the detail section.  
  
• Click on SAVE button to complete the entry.

3.  Below is a sample PI transaction screen.

Note: The steps to enter Credit Note (PC) & Debit Note (PD) are identical to PI. User will need to select transaction type PC or PD respectively to enter the record.  

How to allocate Foreign Currency Invoice with Base Currency Payment?

Let's use the following example to do this type of allocation:

1. Create a foreign currency invoice as follow: 

   

2. Payment is made in base currency and in this example, it is SGD. The payment voucher should be entered as follow:

   

   
   
3. Click on Batch Allocation button for the screen below: For PI00002, click on Auto-Allocate Amt button, you will notice that the full amount of the invoice will be populated at 
   the 1st line. 

   

   You should manually type in the base currency amount in SGD field as shown below. Click on Update Allocation to complete the allocation and save the PV transaction. 
4. The completed payment transaction is as follow: 5. A2000ERP will capture the Realized Exchange Gain/Loss automatically upon allocation. The double entry of the above 
   transaction is shown below: