In Exact Globe Next, the purchase journal allows you to register purchase invoice or credit notes.
You can also choose to display and select unprocessed, processed, and empty purchase journal entries.
The information in this document is applicable to product update 502 and
higher. If you have versions lower than this, certain features explained here
will not be applicable.
To create or modify purchase journal entries, you need to fill in the following sections.
- Header
-
Sublines
- Information panel
Header
When filling in the purchase journal header, you need to type or select the necessary information for each column. If you press F2 in the Creditor column, a list of options appears. Choose the relevant option and click Select. Follow the same steps for the other columns.
Note: You may not see all the columns mentioned in this document, but you can add or remove columns to your convenience by clicking 
Columns. 
Columns is enabled only if you create or modify a purchase journal.
Jrnl
This column displays the selected journal number. You can disable this column by pressing the TAB key.
Note: You can define and maintain journals at System > Finance > Journals.
Description (Jrnl)
This column displays the description of the selected purchase journal. This column is disabled the moment you create or modify a purchase entry.
Don’t display: VAT Lines
Select the Don’t display: VAT Lines check box to hide the VAT sublines of the purchase journal.
Note: This check box is only available when you create new purchase entries and press TAB after the Jrnl column, or when you click Edit to modify the purchase entries.
Created by
This shows the name of the author, as well as the date and time when the journal entry was created.
Date
Type or select the date when the purchase entries are created. The current date is displayed by default.
Note: To display the Date column, press TAB in the Jrnl column.
EntryNo
This column shows the entry number after you press TAB at the Jrnl column.
Note: You cannot edit the EntryNo column after you press TAB. The entry number is derived from the selected purchase journal at System > Finance > Journals.
Creditor
Type or select a creditor for the purchase entries. If there are outstanding purchase orders for the selected creditor, the Invoices to be received screen is displayed.
For more information, see Registering invoices using the invoices to be received functionality.
Your reference
Type the creditor reference number in the purchase entries. Use the data under "Your reference” to register the purchase invoice number or purchase credit note sent by the creditor.
Our ref.
The our reference number for the purchase journal entry is displayed based on the numbers defined at Purchase journal under Financial section at Number settings. This number is an internal reference we use to track invoice numbers.
Note: To display the Our ref. column, click 
Columns.
Amount
Type the total amount of the purchase entries.
If an entry is a credit note, a negative amount should be entered.
Note: If you modify an amount in the purchase journal header, a message will pop-up and ask you to check the data entered in the payment condition box. You can leave this column blank. The system will fill in the total amount when all the sublines are entered and you click Close.
Type
This column displays the purchase type based on the amount entered. If the amount is positive, it will show as a Purchase Invoice. If the amount is negative, it will show as a Purchase credit note. You cannot edit the Type column once you press TAB.
Description
Type a description for the purchase entries.
Attachment
Click this to create, edit, display, add, or download an attachment available for the selected entry. This button is enabled only when you click Edit.
Conditions
Click this to edit or select another payment condition for the purchase entry. The Unmatched section is displayed when you click Advanced in the Payment conditions screen. Click Simple to hide the Unmatched section.
Sub lines
Type or select a general ledger (G/L) account and fill in the necessary information in the respective columns when entering purchase journal sublines. If you press F2 in the G/L column, VAT column or any other column, a list of options appears. Choose the relevant option and click Select.
Note: You may not see all the columns mentioned in this document, but you can add or remove columns to your convenience by clicking 
Columns. 
Columns is enabled only if you create or modify a purchase journal.
G/L
Type or select a general ledger account number for the purchase entry.
Note: The system shows the default general ledger account if you have linked the offset account at the creditor maintenance under the Financial tab at Offset account. Go to Finance > Accounts payable > Maintain and select the relevant account.
G/L Description
This column displays the description of the selected general ledger account and cannot be edited.
Qty.(Pur. unit)
Type a positive or negative (purchase return) quantity for the purchase entry. Whenever the quantity is entered, the stock of the item is updated accordingly.
VAT
Type or select a VAT code for the purchase entry.
Note: If the VAT code is linked to the creditor, the default VAT code is displayed. To link the VAT code to a creditor, go to the creditor maintenance screen (Finance > Accounts payable > Maintain) and select the relevant account under the Financial tab at VAT.
If the VAT code is not linked to a creditor, the system will link the default VAT code to the selected item or G/L account. The system will prioritise the default VAT code by item, creditor, or general ledger account.
Amount
Type a positive or negative (purchase credit note) amount for the purchase entry.
Description
This column shows the information from the Purchase journal header. You can add another description, if you wish.
Information panel
Creditor
This displays the code and the name of the creditor.
Address
This displays the address (Visit type) of the creditor.
Note: The Visit address is based on Address types under the Address section of the selected debtor or creditor maintenance at Finance > Accounts receivable > Maintain or Finance > Accounts receivable > Maintain.
Bank account
This displays the bank account number of the creditor.
VAT number
This displays the VAT number of the creditor.
VAT/ G/L/ Cur.
This displays the VAT code, the offset account and the currency code of the creditor.
Type / Status
This displays the type and status of the creditor.
Person
This shows the company’s purchasing representative for the selected creditor or the person in charge of the purchase journal.
Cost centre
This displays the cost centre of the purchase entries.
Cost unit
This displays the cost unit of the purchase entries.
Item cd.
This displays the item code of the purchase entries. If you select an asset that belongs to the direct depreciation method, you will see the following error message: “Asset with direct depreciation method detected. What type of transaction is this?”
Select the Investment/Disinvestment or Depreciation option. The option differentiates the amount for the investment and depreciation. The amount will be displayed in the asset maintenance screen under the Transactions tab at Assets > Assets > Maintain, select an asset, and then click Open.
For more information on assets, see Creating and maintaining assets.
Project code
This displays the project code of the purchase entries.
Invoice amount
This displays the invoice amount of the purchase entries.
Entered
This displays the total amount entered for the purchase entries.
Basis amount
This displays the total VAT basis amount for the purchase entries.
Tax total
This displays the total taxation for the purchase entries.
Difference
This displays the difference between the total amount entered and the amount in the Purchase journal header.
Recurring entries
Click this to display the Recurring entries screen. To enable this button, go to Finance > Entries > Recurring Entries > Enter and create a purchase recurring template.
For more information on recurring entries, see Creating and maintaining recurring entries.
G/L Card
Click this to open the General ledger card screen.
Note: To enable it, select a general ledger account in the purchase journal sub lines and click Edit.
Creditor card
Click this to open the Creditor card screen.
Creditor
Click this to open the creditor maintenance screen.
For more information, see Creating and maintaining accounts payable.
New creditor
Click this to create a new creditor.
For more information on creating creditor accounts, see Creating and maintaining accounts payable.
Match
Click this to match the purchase invoice(s).
For more information on matching entries, see Matching entries.
Edit
Click this to modify the entries in the purchase journal.
Note: If there are landed costs linked to the journal entries, the button will be disabled.
If the purchase journal entry has already been matched, the following message will appear: "Entry already matched. Editing will unmatch this entry. Continue?"
Click Yes to continue editing and unmatch the entry or click No to return to the entry screen.
This message will be displayed if you have selected the required dialog setting when you define the columns for the Make purchase entry screen.
For more information, see Creating and modifying purchase journal columns.
New
Click this to create a purchase journal entry.
Close
Click this to exit.
Note: If the amount in the Purchase journal header is different from the total amount Entered, a screen will be displayed. Select Correct invoice amount automatically? (All installment information will be lost) to insert the amount in the Purchase journal header based on total amount Entered.
Select Write off remainder GL: 99999 (general ledger number), XXXXXXX (general ledger description) to register the differences into a write-off account.
The "New: Offset account. Update: Creditor data?" message will be displayed when there is no offset account created at the creditor maintenance (go to Finance > Accounts payable > Maintain and select the relevant account) under the Financial tab at Offset account. Click Yes to insert an offset account from the purchase entries created into Offset account.