Breakdown of how each field on the Footer tab is populated
Line Item Total
The Line Item Total must be equal to the sum of line item 'Net' (from Line Items tab)
Incidental Costs 1 / Incidental Costs 2
Any other costs e.g. carriage that are not shown as a line item on the Purchase Invoice
Handling Incidental Costs for Sage 200
- If the incidental cost e.g. delivery charge is on your Purchase Order as a line item, then you will need to remove the incidental cost and add in the line manually on the Line Items tab.
- If the incidental cost is not a line item on the Purchase Order, then you will need to add a Nominal line manually for the incidental cost on the Nominal Analysis tab.
Discount
Any invoice discount shown on the footer of the Purchase Invoice
Net Amount
The sum of the Net Amounts (1 - 3) must be equal to:
Line Item Total + Incidental Costs 1 + Incidental Costs 2 – Discount
Vat Amount
Spindle Purchase Invoice Recognition will recognise up to 3 VAT Rates on a Purchase Invoice
Gross amount
The Gross Amount on the Purchase Invoice must be equal to:
Net Amount 1 + Vat Amount 1 + Net Amount 2 + Vat Amount 2 + Net Amount 3 + Vat Amount 3
Currency
- Rule 1 - If there is a currency symbol or ISO currency code found on the document, then it will be populated in the Currency field.
- Rule 2 - If no currency is found on the document then the system will check if there is a currency set against the supplier account in your accounting system (master data). If there is, then this will be populated in the Currency field.
- Rule 3 - If no currency is found on the document and there is no currency set against the supplier account in your accounting system, then a default currency based on the supplier's country will be populated in the Currency field. If this rule is used, then the currency will be shown in green, meaning the system will ask you to confirm if it is correct.
Why is the Currency field blank?
The Currency field will be blank if all of the below conditions are true:
- There is no currency recognised on the Purchase Invoice document
- There is no currency set against the supplier account in the accounting system
- There is no country set against the supplier account in the accounting system