Entering Supplier Invoices - automatic calculation of net amount of invoice

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  • Updated 2 months ago
When I enter a supplier invoice using the Expense tab, the net amount and tax are automatically populated/calculated when I enter the tax code.  However when I use the Items tab I have to manually enter the net amount.
Is there a way to fix this?  I have looked through our preferences and various lists and cannot find anything.
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Lynne

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Posted 2 months ago

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Shane, Employee

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Hi Lynne,

Have a look at the setup of the item you are choosing.  Does have an expense side?  By default some items types like services don't show the expense side by default and you have to tick the box "This service is used in assemblies or is performed by a subcontractor or partner" for it to show the expense side.

EG:
This is when you don't have it ticked


This is when you do have it ticked


Then you can enter the cost amount.  This is what a bill will look for on items.  So I suspect the item is one of these types doesn't show the expense side by default, so you would only have the sales side entered, but the bill doesn't read the sales side of an item only the expense side.

hopefully that will help fix the problem.  Let us know how you go.

Regards,
Shane
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Lynne

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Hi Shane, all my services are ticked. I don't think this is the problem.

Here are some screenshots of the problem.



When I enter a bill as an expense the net amount is automatically calculated from the Amount Due in the top section when I enter the expense & tax code.



When I enter a bill as an item the cost is automatically populated with the last invoice I processed rather than calculating it from the Amount due in the top section.

Regards
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Shane, Employee

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Hi Lynne,

I see what you mean now.  Items actually work differently from expense accounts in Reckon Accounts.  When you add an item to the bill it will either use the default cost amount for the item as set in the item setup, or if you have your preferences set to "Automatically recall last transaction for this name" it will fill out the bill using the details of the last bill for that supplier (same item cost, same quantity, etc).  But in no situation will it look at the amount you entered in "Amount Due" and change the item's cost to match that.  I can see how that would helpful, but unfortunately it wasn't designed to work in that way. So its not really a bug or error, its just how the software functions when dealing with items.  This is something you raise with the development team at https://ideas.reckon.com/ by signing up and suggesting this as a new feature.

Regards,
Shane.
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Lynne

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Thanks for your help Shane. I didn't think it was a bug/error but was just wondering if there was a way to do it that I did not know about.  I'll raise it with the development team. Thanks again.

Lynne

Hi Lynne

 

The Item tab can’t work like that because any quantity entered determines the “Net Amt” column.

You can pre-set default costs for individual Items in their setup, however the overall total of a bill will be determined by the quantity.

 

Eg If you set up a specific Item with a cost of $ 100.

Whilst you can enter an overall “Amount Due” of $ 1,000, when you enter the Item line & it prefills the “Cost” field as set ($ 100), you would need to enter the quantity to update the “Net Amt” column.

Because of the option for multiple Items/lines - that may have differing quantities - it wouldn’t be possible to autofill as - unlike the Expenses (tab) - each “Net Amt” is calculated by the quantity entered.

 

If you’re not using the quantity column, you don’t need to use the Items tab, just post directly to the Expense account on the Expenses tab :)

 

Shaz Hughes Dip(Fin) ACQ NSW, MICB

Reckon Accredited Professional Partner Bookkeeper / Registered BAS Agent (No: 92314 015)

Accounted 4 Bookkeeping Services

Ballajura, WA

0422 886 003

shazinoz2@bigpond.com

www.accounted4bs.com