Simple Invoice entry
You can enter simple invoices in the online accounting program mKsiegowa.pl in the module Purchases → Direct Simple Invoice.
The direct simple invoice is based directly on the general ledger accounts and doesn't require the use of the items, such as the Purchase invoice available in some subscriptions. When entering the invoice, the program creates a record of the Supplier Invoice type in Journal Inquiry (same as in purchase invoice).
The new version of the program includes an invoice upload module using the OCR engine based on the scan. Please contact us to enable the module.
Invoice header
We start entering the invoice by selecting a supplier in the field Supplier.
For foreign entities, the purchase invoice is entered in the currency specified in the supplier's file. The line Exchange Rate appears on the invoice screen. Exchange Rates are automatically recorded in the program based on the average NBP rate. You can view and modify them in the module General Ledger → Exchange Rates.
Invoices from foreign entities are posted in accordance with the rules for importing services (the so-called internal invoice).
The field Supplier's Reference allows you to enter the invoice number given by the supplier.
Invoice reference number
The reference number is an internal invoice number 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.
Dates available for invoice entry
In the header of the document, enter:
- Invoice Date - the day on which the invoice is issued;
- Invoice Rcv Date - invoice receipt date; with this date, the invoice will be saved to Input VAT Inquiry;
- Purchase Date - the date on which the good or service was purchased; with this date the document will be posted;
- Due Date - invoice payment date;
Entry in the VAT Inquiry in another period
The invoice may be entered in the VAT Inquiry in a period other than the posting date (purchase date). In such a situation, the entries in this period may not be balanced. To avoid this, the program allows you to post the input VAT accrued account. In the following, we describe the posting using the deferred input tax account.
Invoice contents
Below, in the section Order Items, we select cost accounts. After specifying the quantity and the price, click on Add Item on the right side.
Note: if you need to post the document to a non-cost account (e.g. pre-payment), please contact us.
You can modify previously entered items at any time. To do this, click the icon on the right side of the selected line.
The VAT on the purchase invoice may be charged in full or in an appropriate proportion. You can set the value of the share of VAT taxable sales in total sales in the settings of the Fiscal year. See the method of VAT deductions according to the proportion.
Document footer
At the bottom of the document, you can choose the method of payment.
For suppliers who have a defined cash payment method, you can register invoice payment through cash (select the appropriate one) or, if you choose late payment, you can register the payment later. Delayed payments are registered in the module Purchases → Payments to Suppliers.
If a payment through the cash or an Employee Advance Account type has been selected, then the program will automatically generate and post the supplier payment document. For this purpose, in the field Generate Payment to Supplier document, select Yes. Read more about settling pre-paid invoices
Notes:
- purchase invoices can only be entered within the selected fiscal year; the fiscal year is set in the module Setup → Company Setup
- the invoice issue date must be later than that specified in Journal Closing GL Transactions
- purchase invoices can be modified until journal closure or the end of the fiscal year
Purchase invoice in foreign currency
If a Supplier has a currency other than PLN defined in the file, the program allows you to enter an invoice in the supplier's currency.
After selecting the supplier, additional fields appear on the screen:
- in field Exchange Rate the rate from the table rates appears
- if the rate is not available in the table, the program tries to connect to the NBP server and download the rate; the downloaded course can be changed as needed;
- in the field Exchange Rate Date there is the date displayed on which the rate is collected; the program takes a day earlier than Invoice Rcv Date
Entry in the inquiry and VAT declaration
If the program is configured to handle VAT, the purchase invoices are recorder in the VAT Report.
We have prepared a table with the basic rules for entering an invoice into the VAT report.
Note: the current version of the program doesn't allow items with different VAT categories to be recorded on one invoice. If such a situation occurs, enter items grouped by VAT category in separate documents.
Date of entry in the VAT report
Entry into the VAT report takes place on the date specified in the field:
- Invoice Rcv Date if in System and General Ledger GL Setup the field Deferred Input Tax Account is not used
- VAT settlement date if the field Deferred Input Tax account has an account set up
The VAT settlement date may refer to VAT settlement period other than the invoice posting date (purchase date).
Input VAT Inquiry
Quick preview of documents in the VAT report: Input VAT Purchase Inquiry.
Settlement of input VAT with the ratio
The value of input tax also depends on the ratio of the share of VAT taxable sales in total sales. See the method of VAT deductions according to the proportion.
Legal basis
The current rules of VAT deduction are described in the guide.
Posting of Pre-paid Invoices
For pre-paid, the settings are as follows:
- in the field Payment, select bank account of an Employee Advance Account type
- in the field Generate Payment to Supplier document select Yes
The invoice is also cleared with the entered payment.
E-documents
If you have purchased a subscription with the additional option of e-documents, after entering the document, the item Add Attachment will appear in the additional menu.
You can display the attachment in the document posting preview screen; the easiest way to view the attachment is through Journal Inquiry or Supplier Transaction Inquiry.
Viewing and adding attachments is also available in the module Setup → Attach Documents.