Purchase Ledger - Reviewing Invoices and Payments in the Transaction Activity tab

Purchase Ledger - Reviewing Invoices and Payments in the Transaction Activity tab

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This article is part of the Purchase Ledger section.
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Once you have posted an invoice for a PL account following the steps in Purchase Ledger Transactions - Posting a Purchase Invoice you will be able to view the invoice from the Transaction Activity tab on the PL account.

This screen will show you all outstanding (Not Completed) invoices by default. Select Completed from the Status dropdown to view paid invoices or All to see everything.


The Balance at the top of the screen is a running total of your outstanding invoices, and is the sum of the O/S (Outstanding) column.




Viewing Invoice Details

To view an individual invoice, highlight it in the grid and double-click or click View in the action panel on the left.


This will open the PL Transaction Invoice Details screen, where you can view Client Charge Information. Click the invoice icon to view the scanned invoice in a new tab.


Amending an Invoice

You can amend the invoice number on this screen by highlighting the invoice in the grid, right-clicking and selecting Amend Invoice Number.


If you have made a mistake with the amount or description, this cannot be amended once it has been posted. To correct, you will need to contra-post and allocate the transactions in the Hold File.


Suspending Payment for an Invoice

  1. Highlight the invoice in the Transaction Activity tab.

  2. Click Suspend in the action panel on the left.



  3. A pop-up will ask you to confirm you want to suspend payment. Click Yes to proceed.

  4. The PL Suspend screen will open. Select On Suspend, and enter a Reason.



  5. Click Save.

  6. The invoice will now have a tick in the S column on the Transaction Activity grid.



  7. You can filter the grid to only show Suspended payments by selecting Suspended in the Status dropdown at the bottom of the screen.



  8. When you open the PL Payments screen, this payment will be ticked as Suspended. You will still be able to override and make payment, but it won't automatically select the invoice for payment.


Viewing Payment Details 

To check which invoices were paid by a specific payment:
  1. Select Completed from the Status dropdown and click Search.

  2. Highlight the payment in the grid, and double-click or click View.

  3. This will open the PL Invoice Payment Details screen where you can view which invoices were satisfied by that payment.



  4. If you did not choose to send remittances at the time of payment, you can click the Email Remittance or Print Remittance buttons on this screen to send them now.

Viewing Remittance Details

To check payments for a specific invoice:
  1. Select Completed from the Status dropdown and click Search.

  2. Highlight the invoice in the grid, right-click and select View Remittances.



  3. This will open the Remittances screen where you can view payment details for that invoice.



  4. Double-click a payment to open the PL Invoice Payment Details screen.

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