Processing Straightforward Invoices via Tourplan
We can also process invoices manually into Creditors. This should generally not be necessary, but there are some exceptions – mainly invoices in the Query Processed queue. To insert a new invoice into Creditors, we need to go to the menu point ‘Transactions’ and select the option ‘Insert’ on the green button in the top right:
On the following screen, we need to insert some information:
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Reference – this is the invoice number.
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Transaction Date – this is the invoice date. If the accounts of the relevant month are closed, we have to select the first day of the current month.
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Payment Due Date – this is the date the invoice falls due. Usually it’s set up correctly automatically, but in some cases we need to change it.
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Expected Total – the total amount shown on the invoice.
You can ignore the other fields. Once you have entered the information, click OK in the top right to reach this screen:
This is where we have to look for the correct voucher to post against the invoice. To find this voucher, click the magnifying glass in the top left (next to the Voucher No. field):
In this window, you can either look for all open vouchers by simply clicking the Results tab (which is a long list for some suppliers!), or narrow down your search results by selecting some filters – for example, you could look for the guest’s surname which is usually provided on hotel invoices. Let’s compare a full search with a detailed one. Here’s the full search:
Considering the list goes back as far as 2013…it’s not likely you’ll find the correct voucher quickly. So let’s say we know the name of the guest, so we’ll type in his/her name (Fernandez) in the ‘Name’ search field from the previous window:
Voila! Much easier. To continue processing this voucher against your invoice, simply select the check box on the left next to the voucher, then click OK in the top right. You can also modify the value in the ‘This Invoice field’ – let’s say the supplier only charges us £400 instead of the full voucher value of £451:
Once you’re happy with your selection, hit OK in the top right. On the next screen, make sure the VAT is correct, and if it is, hit Save to finish processing the invoice!
