Posting

Here you enter postings of supplier invoices.

When you register a new invoice it is possible to start pre-posting the supplier invoice. In this mode, you can save the invoice even though there is some amount left to post. If there is a purchase account selected for the supplier, the posting on that account will be loaded automatically after you have entered an invoice amount. It is possible to change that posting.

Posting of dimensions can be performed automatically when they are linked to registers. This is determined by settings in the Dimensions Dimensions are used by large companies in their accounting in order to divide up activities and make it easier to track internal results. An account is a dimension, although large companies usually use the dimensions cost center (CC), cost unit (CU) and project. In addition to these you can create other dimensions in Monitor ERP based on your own operational follow-up. procedure.

Order row posting is added in the pre-posting when you link order rows to the invoice. It is possible to change the posting in the pre-posting. Then it will automatically be changed on the belonging order row as well. If the posting on the order row is modified, the belonging pre-posting row will be updated. This is needed in order for the supplier invoice log to show the recorded posting also for order rows.

You can create postings in three different ways:

Manually, e.g. when an expense invoice (non-material invoice) is posted manually by the user.
By adding/inserting rows for posting via a default account on the supplier, when a purchase account has been selected for the supplier.
Via a purchase order, when the invoice is linked to a purchase order, posting rows will be generated from the linked purchase order rows.

If the system setting called Basis for the VAT report's is loaded from has been configured to VAT code in general ledger transactions, you can adjust the VAT code on the posting rows entered in the Posting box.

If it is a cash payment where cash book is used, you can activate the setting Show payment posting to see how the actual payment is posted.

In the Amount column you enter the value that should be posted for the row. If you enter a negative value, it will automatically be posted in the Credit column. You can also enter the posted amount via the Debit and Credit columns. If the invoice is issued in a foreign currency (that is, a currency other than the company currency), you should enter the Amount in foreign currency as well. However, the posted amounts in Debit and Credit are converted to the company currency via the exchange rate of the invoice. If the invoice is issued in a foreign currency and you mark the checkbox called Company currency only, the Amount column becomes unavailable and posting will only be made via the Debit or Credit columns.

Authorization at row level

If you apply authorization at row level (activated with the system setting called Use extended authorization on posting rows), signer code is shown for the posting row. A central framework of rules can also provide automation for such authorization depending on the posting. This can be used in systems that have the EIM and EIM Workflow options installed.

Order invoices are assigned a signer on row level based on a different set of rules. Primarily, the person entered as authorized signer for the supplier will be used, and secondarily, the person selected as reference on the purchase order will be used. However, regarding overstepping of amount limits the same rules are applied as for expense invoices. That is, according to responsible on account, cost center, etc.

If the setting Accrual account has been activated for the account in the Chart of accounts procedure, then the accrual accounting function will automatically be activated when you leave the amount field. However, you can also activate the accrual accounting function manually by using the Apply accrual accounting function button . Please note! For pre-posting, you must always activate Apply accrual accounting manually. If the account row in an existing voucher contains an accrual account then you can link to the procedure Register accruals to see the accrual of the posting row.

If you need to accrual account several postings on one and the same invoice, then you need to create separate postings per posting row.

Under More info on the posting rows you find the Accrual accounting column. In this field you see to which accrual number the posting is linked. This information is also loaded to the accounting. This makes it possible to search for accruals on transaction level. Please note! For accruals created during pre-posting, no accrual accounting number is shown in that column. It will be shown after the final recording of the invoice.

If you have not activated the setting Fixed assets account in the Chart of accounts procedure, but still wish to register fixed assets on the row in question, then you can mark the specific row and click the button Register/complement fixed assets object . If you on the other hand have activated the setting mentioned above, the system will know this.

A separate fixed assets object is created per posting row. If you want to create a joint fixed assets object for several posting rows on the invoice, you click the Modified acquisition value button in the window used to register/complement fixed assets. There you can select which postings rows on the supplier invoice should be included in the fixed assets object.

Under More info on the posting rows you find the column Fixed assets object. In this field you see to which fixed assets object the posting refers. This information is also loaded to the accounting. This makes it possible to search for fixed assets objects on transaction level.

Under More info on the posting rows you find the column Order number. In this field you see to which order number the posting refers. This applies if the setting Order number has been activated for the account in the Chart of accounts. This information is also loaded to the accounting.

Final record

By using this button, the supplier invoice will be final recorded. You can also use the shortcut key Ctrl + R. Rows with automatic posting on accounts for accounts payable and input VAT will be added. You apply the final coding with Save. As long as you have not saved the invoice you can click the button. The button is then called Undo final recording and is used to delete the final recording.

Show preliminary entry

This checkbox is visible if you have activated the system setting Preliminary entry of supplier invoices. If you check this box, you can see the preliminary entry. Rows with automatic posting on accounts for preliminary entry will be added. You apply the preliminary entry with Save.