Overview

Voucher registration for sales orders

When you bookkeep an invoice via Ledger > Voucher registration, you can also post the invoice as a cost on a sales order.

Supplier setup

On the supplier, you have the option to choose a specific approver for all order costs from this supplier. This overrides the normal procedure where the order responsible must approve order costs.

You can also choose which cost type should be suggested when order costs are added to the invoice from the current supplier.

Open the partner
In the 'Setup' box, select the 'Supplier' tab
Click on the edit icon or double-click in the box
Choose the desired approver and/or cost type

Changes will apply to new invoices added in invoice registration.

Vælg en fast godkender og forbrugstype på leverandør i Xena

Order cost in voucher registration

Start by selecting a task. The tasks you see in the list depend on their status and whether they are set to be displayed in the accounting. Read more about task status here.

Also, select a cost type, and then you can add the cost with or without an article number. If the article has no sales price, or if you register without selecting an article number, the sales price is calculated as the cost price + the standard profit margin percentage from the selected cost type.

All amounts displayed for order costs are excl. VAT!

Use the buttons 'Edit All' and 'Clear List' to make batch changes/deletions of order costs on the voucher.

Bilagsregistrering af ordreomkostninger i Xena

If either Const Type, Quantity, or Cost Price is missing from the entry, it will not be possible to approve the voucher. In that case, an error will be displayed at the bottom of the voucher, and the 'Bookkeep' button will be disabled.

Fejl når forbrugstype mangler i bilagsregistrering

Approval workflow

You can choose between two different workflows, depending on whether you want the voucher to be posted to the financial accounts immediately or only after all order cost posts have been approved.

Workflow 1: The bookkeeper posts the voucher to the financial accounts, after which the voucher is automatically moved to the first inbox for approving order cost posts. Once all order cost posts are approved, it is automatically forwarded for final procure approval, if a procure rule exists for the specific voucher.

Workflow 2: The bookkeeper adds order cost posts and manually moves the voucher to the first order responsibles inbox. Once all order cost posts are approved, the voucher is automatically moved to the inbox specified under Setup > Ledger Setup > 'Procure Setup' tab > 'Settings' button. After the voucher is posted to the financial account, it is automatically forwarded for final procure approval, if a procure rule exists for the specific voucher.

Learn more: Setting up Approval

Order costs on the sales order

Once the voucher is posted, the posted order costs and the associated PDF attachment can be seen on the sales order in the menu Sales > Orders.

On the 'Costs' tab, you can see the entries from the voucher, which can be used for re-invoicing
On the 'Documents' tab, you can see the original invoice, but it can also be viewed for each entry by unchecking the 'Grouped' option.
On the 'Statistic' tab the cost posts are included in the calculation of margin etc. for each order task

Ordreomkostninger fra bilagsregistreringen i Xena