The Purchase Invoice Nominal transaction type (PIN) is used for posting invoices that relate to Business expenses of the firm via the purchase ledger. Follow the steps below.
PIN postings are recorded in the Purchase Ledger and Nominal Accounts, ensuring accurate financial tracking. It is important to note that PIN postings do not appear on client ledgers, which helps maintain clarity between client-specific and general financial records.
Select the General Postings program from the main menu.
Select PIN from the Transaction Type drop down Click the New button.
Enter the Batch Total, if using batches, alternatively leave the amount as Zero and click the tick to proceed.
Enter the relevant Purchase account number of the supplier.
Enter the relevant Nominal code the invoice should be recorded against. If the Invoice should be split between different nominals then click the multiple nominal input icon.
This will open the Multiple Nominal Selection Screen. The breakdown of the invoice can then be entered either as amounts or as percentages of the invoice total.
Click Save to return to the main posting screen.
Enter the correct Date for the Invoice.
There will be a drop down to select the relevant period.
Enter the Narrative or click on the drop down to select a SmartPost narrative.
Enter the amount of the invoice either as Gross or Net by clicking in the relevant radio button.
Select the correct VAT code for the invoice.
Enter the Invoice number.
Enter a reference in the Our Ref field. This is an internal reference number which can be used for cross-referencing your invoices.
Select when the invoice will be due for payment from the Due Type drop down and enter Due Date accordingly.
If the invoice is on hold until a query has been resolved this can be flagged by selecting Yes in the On Hold drop down.
Click the button to save the transaction. When the batch is completed, click Post.
Accessing PIN Posting Information
Once a PIN slip is posted, you can view its details through the following system features:
Posting Enquiries: Provides a comprehensive view of posted transactions.
Purchase Enquiries: Allows you to review purchase-related postings.
Nominal Enquiries: Offers insights into nominal account entries.
General Postings: Displays a summary of all general postings.
Purchase Payment Postings: Focuses on payment-related postings.
Creditors Reports: Includes information about creditors and related postings.
Please note that the history line does not display the payee name for PIN postings. This is a system limitation to be aware of when reviewing transaction details.