The Contract Invoice Entry window allows you to enter many different invoices from contractors on the same window. Each invoice entered will be applied against the work order that you select for the invoice.
The Contract Invoice Entry window displays the following information:
MWA Number - This is the work order number that you want to add an invoice for. You can type in the work order number or you can select a work order Number from a list of the incomplete work orders that have been added to Pinnacle, but you must enter an MWA Number.
Contract ID - This is the contract ID for the selected work order. Pinnacle will automatically display the Contract ID based on the chosen work order, and you cannot edit the field.
Estimated Labour - This is the cost of the estimated contract labour for the work order. Pinnacle will automatically set this amount, and you cannot edit the field.
Processed Date - This is the date that the invoice was processed. This will automatically default to the current date, and cannot be edited.
Processed By - This is the user ID of the user who processed the invoice. This will automatically default to the current user ID, and cannot be edited.
Finalise MWA - This indicates whether you want to finalise the work order as well.
Budget Codes - This is the budget code that you want to post the invoice costs against. This defaults to the budget code for the work order, but you can select another budget code if you wish. You must select a budget code to post the invoice costs to.
Invoice Number - This is the number of the invoice. The invoice number can contain either numeric or alphabetic characters. You must enter an invoice number for each invoice.
Invoice Date - This is the day that the invoice is dated. You must enter an invoice date.
Date Received - This is the date that the invoice was received. You must enter the date received.
Cost Type - This indicates whether you want to enter individual costs for the invoice, or whether you just want to enter the totals for the invoice. If you choose Item, the Labour, Materials, Miscellaneous, Lump Sum, and Value Added Tax fields will be enabled, but the Invoice Total field will be disabled. If you choose Total, all the item fields (Labour, Materials, Miscellaneous and Lump Sum) will be disabled, but the Value Added Tax and Invoice Total fields will be enabled.
Labour - This is the labour cost listed on the invoice.
Materials - This is the materials cost listed on the invoice.
Miscellaneous - This is any miscellaneous costs listed on the invoice.
Lump Sum - This is any lump sum costs listed on the invoice.
Value Added Tax - This is the amount of Value Added Tax (VAT) for the invoice. If you are entering item costs, the VAT will be recalculated at the default VAT rate when you enter or change a value in the Labour, Materials, Miscellaneous or Lump Sum costs. If you are not entering item costs, the VAT is calculated at the default VAT rate based on the Invoice Total. You can overwrite the calculated VAT if you wish.
Invoice Total (including tax) - This is the total cost of the invoice, including Value Added Tax. If you are entering item costs, this is calculated as the sum of the Labour, Materials, Miscellaneous, Lump Sum and Value Added Tax amounts. If you are not entering the item costs, you can simply enter the total cost for the invoice including VAT.
Pinnacle will also indicate (below the Budget Codes field) whether the supplier is tax registered.
Open the Contract Invoice Entry window.
Enter the invoice details for as many invoices as required.
Choose Process from the File menu
OR
Choose Process from the popup menu
OR
Click the Process button on the toolbar.
Pinnacle will process the invoices, and will then clear the Contract Invoice Entry window.
From the Contract Invoice Entry window, click anywhere on the invoice that you wish to clear.
Choose Clear from the File menu
OR
Choose Clear from the popup menu
OR
Click the Clear button on the toolbar.
Pinnacle will clear the invoice from the Contract Invoice Entry window.
The interaction between commitment payments and invoices (which result in expenditure postings) allows you to set up a system where, at the beginning of the month, a commitment payment is posted against a contract. At the end of the month (or in the following month) the invoice for the actual service arrives from the contractor and is entered against the contract. The expenditure from the invoice effectively cancels out the commitment created at the beginning of the month, so you can choose to off-set invoices against a contract commitment payment.
Open the Contract Invoice Entry window.
Enter the invoice details for the contract and save the invoice.
If the contract has any commitment payments recorded against it, Pinnacle will ask if you wish to offset the invoice against one of these payments.
Click the Yes button.
Pinnacle will display a list of the commitment payments for the contract.
Select the payment you wish to off-set the invoice against, and click the OK button.
Pinnacle will post the invoice expenditure to the ledger (apportioning it as necessary across the contract's locations and budget codes), and reverse the commitment payment (by the amount of the original payment, not the invoice amount).