The Invoices tab shows the invoices that have been raised against the SRF for the work order. You can only raise invoices once an SRF has been authorised.
The Invoices tab is divided into two sections. The top section of the tab is a summary list of all the invoices that have been raised for the work order. The bottom section is the full details of the invoice that is highlighted in the browse section. You add and edit the information for an invoice in the bottom section of the window. The invoice information on the tab is:
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. When you add an invoice this defaults to the current date, but you can overwrite this if you wish. You must enter an invoice date.
Date Received - This is the date that the invoice was received. When you add an invoice this defaults to the current date, but you can overwrite this if you wish. You must enter the date received.
Date Processed - This is the date that the invoice was processed. When you add an invoice this defaults to the current date. You cannot edit the date processed.
Processed By - This is the user ID of the user who entered the invoice into Pinnacle. Pinnacle will automatically enter the user ID, and you cannot edit it.
Enter Item Costs - 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 to enter item costs, 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 not to enter item costs, 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.
Comments - These are any comments for the invoice.
Pinnacle will also indicate (on the left of the Invoice Total field) whether the supplier is tax registered.
If you have an external Financial Management Information System (FMIS), you can choose to export invoices from Pinnacle to the FMIS. You turn on the FMIS Export option from the Pinnacle Initialisation file. The following fields will only be displayed if you have the FMIS Export option turned on:
Exported to FMIS - This indicates whether the invoice has been exported to an FMIS. Pinnacle will automatically update this field, and you cannot edit it.
Export to FMIS before finalisation - This indicates whether the invoice is to be exported to an FMIS before it is finalised. Pinnacle will automatically update this field, and you cannot edit it.
Date Exported - This is the date that the invoice was exported to an FMIS. Pinnacle will automatically update this field, and you cannot edit it.