This article will guide you through how to book invoices and record payment entries in iVendNext.
Invoice Booking is the process of recording invoices from suppliers (for purchases) or customers (for sales). It ensures that all financial transactions are accurately recorded in your accounting system. Invoices include details such as item descriptions, quantities, rates, taxes, and payment terms.
Supplier/Customer Details: The name and contact information of the supplier or customer.
Item Details: The items or services billed, including quantities, rates, and descriptions.
Taxes and Charges: Any additional costs, such as shipping, insurance, or taxes.
Payment Terms: The conditions under which payment is to be made, including due dates and discounts.
Booking an invoice in iVendNext is a straightforward process. Follow these steps to book a new invoice:
For Purchase Invoices, go to Home > Buying > Purchase Invoice.
For Sales Invoices, go to Home > Selling > Sales Invoice.
Click on the Add Invoice button to open the Invoice Creation screen.
Select the Supplier/Customer: Choose the supplier (for Purchase Invoices) or customer (for Sales Invoices).
Link to Transactions: Link the invoice to the corresponding Purchase Order, Purchase Receipt (for Purchase Invoices), or Sales Order, Delivery Note (for Sales Invoices).
Add Items: Enter the item codes, quantities, and rates. The system will fetch the item details from the Item Master.
Set Terms: Enter the payment terms, including due dates and any discounts for early payment.
Add Taxes and Charges: If applicable, add any additional taxes or charges, such as shipping or insurance.
Once all the details are filled in, click the Save button to create the invoice.
After reviewing the details, click Submit to finalize the invoice.
Payment Entry is the process of recording payments made to suppliers (for purchases) or received from customers (for sales). It ensures that all payments are accurately recorded and reconciled with the corresponding invoices.
Payment Type: Whether the payment is being made (to a supplier) or received (from a customer).
Payment Mode: The method of payment, such as bank transfer, cash, or cheque.
Amount Paid: The amount being paid or received.
Outstanding Invoices: The invoices against which the payment is being made or received.
Creating a Payment Entry in iVendNext is a simple process. Follow these steps to create a new Payment Entry:
Go to Home > Accounting > Payment Entry.
Select the Party Type: Choose whether the payment is for a Supplier (for purchases) or Customer (for sales).
Select the Party: Choose the specific supplier or customer.
Set the Payment Type: Choose whether the payment is being made (Pay) or received (Receive).
Enter the Amount Paid: Specify the amount being paid or received.
Link to Invoices: If the payment is against specific invoices, link the Payment Entry to the corresponding invoices.
Set the Payment Mode: Specify the method of payment, such as bank transfer, cash, or cheque.
Once all the details are filled in, click the Save button to create the Payment Entry.
After reviewing the details, click Submit to finalize the Payment Entry.
Once invoices and Payment Entries are created, they can be managed effectively using iVendNext. Here’s how you can manage them:
iVendNext allows you to track the status of invoices, ensuring that you have a clear overview of all your financial transactions.
Statuses: Invoices can have different statuses, such as Draft, Submitted, Paid, or Overdue.
History: You can view the history of each invoice, including any changes or updates made.
Payment Entries can be reconciled with outstanding invoices, ensuring that all payments are accurately recorded.
Open the Payment Entry.
Click on the Reconcile button.
Link the Payment Entry to the corresponding invoices.
Save and submit the reconciliation.
In some cases, payments may be made in installments. iVendNext allows you to handle partial payments by specifying the amount paid against each invoice.
Open the Payment Entry.
Enter the amount paid against each invoice.
Save and submit the Payment Entry.
Invoices can include detailed taxes and charges, ensuring that you have a complete understanding of the total cost.
Tax Templates: You can use tax templates to automatically apply the correct taxes to the invoice.
Charges: Additional charges, such as shipping or handling fees, can be added manually.
Invoices can include detailed payment terms, such as due dates and discounts for early payment. This ensures that both parties are clear on the payment conditions.
Invoices and Payment Entries can be linked to other transactions, such as Purchase Orders, Sales Orders, or Delivery Notes. This ensures that all financial transactions are aligned and accurately recorded.