In tray and is there a need for supplier descriptions?

[Runamuck]

Hi all,

Our business has become quite busy as of late and so the need to save time where we can is important.

Currently we use the In tray function with our supplier invoices to help achieve this.

We fill in the fields that are not populated, save and move to the next. The description of each item purchased is added in each line along with its costings etc however when you have a large amount of data entry it can take a couple of days to put in which is a lot for a sole trader/operator.

My question, is it necessary to add each item descriptions that's listed on each invoice as opposed to just writing materials or tools purchased in one line, then the total amount of the invoice and save. At the moment I currently have over 200 items purchased that requires entering.

Thanks

Adam

[RienaP]

Hi @Runamuck,

I would like to extend you a warm welcome to the Community Forum. I hope you find it a valuable resource.

Thanks for sharing your experience and I can understand it takes long if there are plenty line items in Essentials Accounting. My take on that would be to enter the fields that are not populated. Most important in terms of Accounting is to code the transaction to the correct general ledger accounts.Since the supplier documents are attached you can view line items if you have query over a particular bill. My only concern will be if there are any line items that does not have GST then it is important to enter the line items with different GST codes as the total GST would be different to that stated in the suppliers invoice. Also I would recommend you to liaise with your accountant to take his final judgement.  

Please do let us know how you go on this issue as we are happy to assist you further.

[Runamuck · Accepted solution]

Hi Riena,

Thank you for your take on this, very much appreciated!

I currently have two major suppliers where we buy items from that attract a large amount of data due to the number of materials purchased and the frequency we go there.

Any other supplier is usually once or twice a month and they are easy to data entry.

With the major suppliers we purchase 99% materials and the rest are tools so the cost centres are easy.

I am going to start writing in one description line materials or tools, allocate to its cost center fill out the rest and close. This in turn will be a massive time saving exercise and if i need to go back to it i have a copy of the invoice in MYOB.

I guess the way I have been doing it is from before the In Tray was introduced and I just never left the old way.

Thanks again for your help

Adam