Fixed Asset Purchase

You can enter fixed asset purchase invoices in the online accounting program mKsiegowa.pl in the module Fixed Assets → FA Purchase.

When entering purchase invoices, the program creates an entry of the Supplier Invoice type in the journal.

Additionally, the program automatically creates a GRN for each purchase invoice.

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Invoice header

We start entering the invoice by selecting a supplier in the field Supplier.

To add a new supplier, you can click the key F2.

For foreign entities, the purchase invoice is entered in the currency specified for the Supplier. Then the line Exchange Rate appears. Exchange Rates are registered automatically. You can view and modify them in the module General Ledger → Exchange rates in the section Maintenance.

Invoices from foreign entities are booked in accordance with the rules applicable to the Intra-Community Acquisition of Goods  and the import of service.

Below, there is the line Current Credit. Clicking on the amount opens a window presenting a list of all transactions with a given entity.

The reference number is the internal number of the document in the system. The program generates the number automatically. You can create several purchase invoice numbering strings (such as Supplier Invoice). How to define strings is described in Forms Setup.

 Note:
If, when completing entering the invoice, the program displays a message that the reference number has already been used, then you must enter a different number. Details of the procedure are described in Forms Setup.

In the middle column, enter:

• Invoice Date - means the day on which the invoice is issued;
• Invoice Rcv Date - invoice receipt date; the invoice will be posted in the journal with the date of receipt;
• Due Date - invoice payment date;
• VAT Date - the field appears only for domestic invoices (in PLN); it is the date of saving the invoice to Input Tax Inquiry;

The field Supplier's Reference allows you to enter the invoice number given by the supplier.

The following information should be entered in the next column:

• Receive Into allows you to select the location where the asset was received.
• The location address (if provided for the location) appears in field Delivery to

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Invoice contents

Below, in the field Order Items, select a fixed asset from the items using a code or a drop-down list. After specifying the price, click on Add Item on the right side.

You can set the method of searching for goods in Company Setup:

• if the option Search Item List is not selected, then we search for items according to the code entered in the field Item Code;
• if the option Search Item List is selected, then we can also search for items by name fragment; enter a fragment of the name in the field Item Code and press the key Enter; in the field Name there will be a list of items containing the searched fragment in the name;

You can modify previously entered items at any time. To do this, click the icon  on the right side of the selected row.

The VAT on the purchase invoice may be charged in full or in an appropriate proportion. You can set the factor used for VAT costs related to both taxed end exempted sales in the settings of the fiscal year.

In the lower part, we can select the Payment Method:

• For suppliers that have a defined cash payment method, you can register invoice payment through cash (select the appropriate cash) or, if you choose delayed payment, you can register the payment later. Delayed payments are registered in module Purchases → Payments to Suppliers.

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Notes

• Purchase invoices can be entered only within the selected fiscal year; you can set the fiscal year in the module Setup → Company Setup
• The Invoice Date must be later than that specified in Closing GL Transactions
• Purchase invoices can be modified until closing GL transactions or the end of fiscal year

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Purchase invoice in foreign currency

If there is a currency other than PLN defined for a supplier, the program allows you to enter an invoice in the supplier's currency.

After selecting the supplier, additional fields appear on the screen:

• in the field Exchange Rate the rate from the exchange rates table appears
• if the rate is not available in the table, the program tries to connect to the NBP (National Bank of Poland) server and download the rate; the downloaded course can be changed as needed;
• in the field Exchange Rate Date there is the date on which the rate is collected; the program sets for it the day earlier than Invoice Rcv Date

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Posting Fixed Assets Purchase Invoices

For each entered purchase invoice, a Supplier Invoice document is generated in the journal.

After saving the invoice to the journal, the program will create the following entries:

• Entry in the journal with the date specified in the field Invoice Rcv Date
• entry in the VAT inquiry with the date specified in the field VAT Date

The fixed asset purchase posting scheme is as follows (if the purchase is made through the GRN Clearing Account):