Supplier’s Bill-Completed Job

Objective

• To capture direct booking process of a supplier’s bill for a completed job where the purchase order, contract or service order as issued to the supplier, contractor or service provider in respect of the job is not generated from the system.
• The company has not paid any previous advance payment on such completed job’s bill

Introduction

• This is relevant where the purchase order , the contract or service order for the job is not generated from Cittaerp.
• This is relevant where the job is satisfactorily completed and the bill submitted by the supplier or service provider will need to be booked .
• The company has not paid any previous advance payment on such completed job’s bill
• The booking is to recognize the liability of the company to the supplier or service provider for the completed job .
• Booking is to recognize the liability for a job satisfactorily completed which is a prerequisite for the company to commence bill payment process for the job.

Process

1. Go to Supplier Management Center>>Transaction>>Direct Booking>>Direct Payable
2. Click the (+) button and the direct payable screen opens as shown below.

Direct Payable Header

1. Select the supplier using the search box
2. Insert the net payable amount
3. Net payable amount is after adjusting for relevant taxes i.e net of taxes
4. Insert Payment Term Days . The number of days for the bill to be due. Zero means the bill is due now.
5. Completes other relevant fields in the header section
6. Click Create Batch Button
7. The detail section screen opens as shown below

Direct Payable Detail

1. Select the item detail relating to the job using the search box
2. Insert more information under the Addition Information Box
3. The Quantity Unit is default to one.
4. Insert the value of the selected item under cost per unit
5. Cost per unit ( VAT Exc) field is displayed
   • This is extended cost before VAT
6. At the right display box section, system display the VAT on the item as well as withholding tax based on the tax settings for the selected item in focus
7. The net payable net of taxes is also displayed
8. Click the create entry button
9. The system list the entry under the list box below.
10. Ensure total net payable of all detailed items listed is equal to the control net payable at the header.
11. Click Submit for procession button
12. The transaction follows the defined workflow approval roure
13. At final approval
    1. System automatically updates the supplier accounts as well as relevant debiting relevant accounts as defined for the selected items at the detail section
    2. System validates the due date and auto send bill to the Undue Approved Bills if bill is not yet due and to Bill Payment Engine if the bill is due for payment processing of the net payable amount