Because Workbench is recording the actual delivery of materials it makes good sense to match up the recorded delivery of items against Supplier invoices. This is a good mechanism of cross checking invoice values against what was actually delivered / took place. The system will also make any required adjustments to the Job where there may be a difference between the invoiced amount and the amount originally entered through the docket entry.
An AP Invoice is entered in the normal way e.g. Open Job Purchase Invoice Entry, create a new batch, enter Supplier Invoice Number, Enter the Invoice date and Select the Supplier.
There is a button called 'Dockets'. Press this and a list of all as yet unprocessed docket lines will be displayed.
Note that this Dockets button will only be available where:
- Control Parameter 'Docket Accrual Job' is used and
- The selected supplier has unreconciled dockets, or
- There are dockets associated with the current AP invoice
The top part of the screen has a range of filters that allow you to sort the dockets for this supplier.
- Docket No's
Returns dockets that are within the entered number range.
- Docket Dates
Returns dockets that are dated within the entered date range.
- Order By
Change the sort order of the displayed dockets.
- Code(s)
Return dockets for the selected docket line code
- Line Desc(s)
Return dockets for the selected docket line description
- Jobs
Return dockets for the selected Job code
- Activity
Return dockets for the selected Activity
- Work Centre
Return dockets for the selected Work Centre
There is a field called Invoice Total, This field allows you to enter the invoice value from the Suppliers Invoice. This value is then also shown in the bottom part of the screen in the 'To Allocate' field. As you allocate docket lines the value in the 'To Allocate' field will reduce. Once you have finished allocating all of the docket lines for the invoice this value should be 0 and the value shown in the 'Total Approved' field should match the value in the 'Invoice Total'
To allocate a docket line to this invoice, find the correct line.
Either
- Tick in the box at the end of the row. This will bring through the docket entered amount.
- If the APInvoice amount differs to the Docket entered amount, enter the rate and Qty from the Supplier Invoice. The value in the cost column will be calculated from these two entries.
- Enter direct into the cost field and it will divide back.
Once you are happy that you have allocated all required docket lines to the invoice then press Confirm to generate the Invoice.
Note with the last line that the docket amount and the Invoiced amount are different
The above screen shot shows the invoice that has been generated. A line will be created for any difference between the invoiced amount and the original docket entry. The coding for this line will be that of the original Docket Entry. This way the invoiced amount and the Docketed cost shown on the Job will be exactly the same.
In the Reconcile Dockets screen, a New Dockets button has been added which opens the Docket Entry in 'Special Data Entry' mode, ready for the entry of top up lines which may all be entered against a single docket header for an AP Invoice.
'Special Data Entry' mode is when the Docket Accrual Job is entered as the docket header job. This allows any docket schedule supplier to be selected, and then any job with schedule lines on that supplier.
Also in the Reconcile Dockets screen, the Docket Entry button opens the docket entry screen and goes directly to the corresponding highlighted docket line. This provides a means of quickly changing docket details when in the Reconcile Dockets screen.