Creditors Invoice

To insert a Creditors Invoice, first select the Creditor that the invoice has been received from. Then select Accounting > Transactions. Finally, click Insert to open the Create Transaction screen (see procedure below).

NOTE: When this screen first displays, Invoice is the default Transaction Type.

Processing a booking's invoice received from a Supplier/Creditor involves a simple process of matching the supplier's invoice against the service or voucher from the booking. This means that Tourplan can record what the booking service value was, what the invoice value is and record any under or over payments.

NOTE: The use of the term Voucher in this section does not mean that a voucher has had to be physically created or printed. It means that the Booking has a status that allows booking services to become accountable entities and the Service Status of the individual line(s) in the booking also allows the service to become accountable. When the term Tagging Vouchers is used, it really means "Tagging for payment a booking service whose statuses allow payment to be made".

Insert an Invoice

Make sure the required creditor / supplier is displayed (see Create a New Creditor or Retrieve an Existing Creditor).
From the Creditors menu, select Accounting > Transactions.
1. Click the Creditors hamburger menu to expand it:
2. Click Accounting to expand the Creditors Accounting menu:
3. Select Transactions to open the Creditors transactions list screen:
For example, the transactions list screen for CLAA01 - Citylife Auckland:
On the Creditors transactions list screen, click Insert.
On the Create Transaction screen, Invoice is the default transaction type. Enter the invoice details accordingly.
Click OK to keep the changes and save or update the entry.
Click Exit to discard any changes.

Invoice Details section

Reference

The transaction reference. The suppliers invoice number or invoice reference.

If the supplier does not provide an invoice number or reference, it is not recommended that the booking reference be used as a transaction reference. This can lead to a degree of confusion when looking in the transaction list for a transaction and the Transaction Item, Transaction Reference and Transaction Apply fields all have the same detail in them.

Transaction Date

This is the date from which the Transaction Period (as described under Tourplan Accounting Terminology) is determined, and the date that displays in this field is always the current system date. Unlike debtors, there is no INI setting for the default transaction date. The Transaction Date can be overridden. This could affect the transaction period and the aging of the invoice if the month is changed. The Transaction Date must be in an open period — the system will not allow a transaction date which is in a closed accounting period.

Voucher No.

For bookings transactions, the voucher number of the transaction can be specified. This will automatically populate all applicable values for the voucher on the invoice line screen.

Currency

The currency that the creditors invoice will be entered into the system in. This can be changed to any of the currencies that are attached to the supplier. The currency which was checked as the default in the currencies screen during supplier set up (Default Currency) is the currency which displays by default.

Currency Sub code

A currency sub code can be selected here.

NOTE: The currency sub code is used by the system to determine which currency exchange rate between a pair of currencies is to be used when inputting a supplier’s invoice. This is only in the situation where the service currency is different to the invoice currency.

Payment Due Date

This date is calculated from the payment terms for this supplier/currency as entered in the supplier currencies screen Creditor Currencies Tab. It can be overridden if required.

Expected Total

The total value of the creditors invoice can optionally be entered here. This is used as a control total when the invoice lines are being entered. When the invoice is finished, any discrepancy between the invoice lines total and the value in this field will result in a warning message advising that the totals don’t match. Normal saving of the invoice can continue.

Branch/Department/Account

The G.L. Account that the expense of this invoice will be posted to.

When a service is entered into a Booking, the expense account(s) are known based on INI settings, so for bookings related invoices, these fields should be left blank. For a non-bookings invoice - e.g., rent, phone account etc - , the expense account must be entered at some stage, so can be entered here, or on the Invoice Line Detail Screen. Selecting the expense account at invoice line level for non bookings creditors invoices allows the expense to be split - e.g., across different branches or departments.

Continue creating a creditor's invoice by adding the line(s) to the invoice.

There are two distinct methods of processing bookings related creditors invoices:

A creditors invoice that covers a single voucher or,
A creditors invoice that covers multiple vouchers, or a voucher number is unknown.

The methods are interchangeable, but are designed for ease of processing in those two situations.

Insert Single Invoice Line

Insert Multiple Invoice Lines