A Supplier Invoice in the TamilAccounting ERP is a crucial part of recording direct expenses that do not necessarily relate to goods and services but rather to general ledger (GL) accounts, such as electricity, rent, travel, food, or entertainment service expenses. This process ensures systematic expense recording and is vital for accountants and tax professionals.

Key Steps in Creating a Supplier Invoice:

1. Supplier and Invoice Information:

   • Supplier: Select the supplier from whom the expense is incurred from the dropdown list. If the supplier is not listed, you can add a new supplier by clicking the "+" icon.
   • Supplier's Currency: This field automatically reflects the currency associated with the selected supplier.
   • Invoice Date: Set the date of the invoice. This is important for financial records and payment scheduling.
   • Reference: Enter a unique reference number for tracking this specific invoice.
   • Due Date: Specify the date by which this invoice is due for payment.
   • Branch/Department: Choose the branch and department responsible for this expense.
   • Tax Included: Toggle this switch depending on whether the amounts entered include tax or not.

2. Items Received Yet to Be Invoiced:

   • Search and Select Items: You can search for items received but not yet invoiced. These items are displayed with their respective delivery details, quantities received, and quantities yet to be invoiced.
   • Add Items to Invoice: Select the items you wish to invoice by clicking the "Add" button next to each item. Adjust quantities if necessary.
   • Price before Tax: Verify or enter the price of the item before tax.
   • Item Tax Type: Select the tax type applicable to the item, which ensures proper tax calculation.
   • Total: The system will calculate the total amount for each item based on the entered details.

3. GL Entries (General Ledger):

   • Direct Expense Recording: This section is used for recording direct expenses against GL entries. It's a feature primarily used by accountants and tax professionals familiar with GL accounting.
   • Quick Entries: If you have configured quick entries in your system, you can select them here to simplify the process. Quick entries allow you to predefine GL entries, making the recording process faster and more consistent. To set up quick entries, go to General Ledger -> Settings -> Quick Entries tab.
   • Expense Entry: Choose an expense from the dropdown, input the amount, and if necessary, enter any additional information such as bill number or date.

4. Finalizing the Invoice:

   • GL Items for this Invoice: Add any additional GL entries that are part of this invoice. This could include adjustments or specific expense categories.
   • TDS (Tax Deducted at Source): If applicable, select the appropriate TDS class for the transaction.
   • Shipping and Memo: Enter shipping details if relevant, and include any additional notes in the memo field.
   • Update: Use this button to refresh and update the totals after making changes.
   • Enter Invoice: Click this button to finalize and submit the invoice for processing.
   • Cancel Invoice: If you decide not to proceed with the invoice, click this button to discard the current changes.

GRN to Invoice Conversion:

• When goods are received against a purchase order, they are recorded in the system as a Goods Receipt Note (GRN). You can create an invoice for the received items listed in the "Items Received Yet to be Invoiced" section. This allows you to invoice only the items that have been fully received without waiting for the remaining items in the purchase order. You can create separate invoices for the remaining items as they are delivered.

Summary:

The Supplier Invoice process in TamilAccounting ERP is designed to facilitate the recording of direct expenses that are not tied to specific goods or services but rather to general ledger accounts. This process is highly customizable and can be configured to streamline expense recording for tax purposes and financial management.