June 12th, 2007	i-Tr@der MODULE FACT SHEET	MOD00007a
Document Library	Purchase Ledger System (iPos)

Introduction

The i-Tr@der Business Platform was designed from the start to be a single joined up comprehensive business system that would enable small to medium sized businesses to run their entire business with just a web browser.

iPos - Purchase Ledger System is a simple to use module that enables companies to enter Invoice and Credit Documents from Suppliers and link scanned images of the actual Supplier documents to them (not obligatory). Optionally the Invoice Documents can be matched against the Purchase Orders originally placed for the goods and services. The module also provides simple payment advice of who to pay and even cheques can be scanned and made available to view. This module follows the i-Tr@der general theme of removing the need to know Accounting terminology or processes and allows regular office staff to do many of the things normally reserved for specialists such as bookkeepers.

iPos also provides Suppliers with the ability to log into the system and review their account balance, all the Invoices / Credits, Payments and allocations entered on the i-Tr@der System.

below adding Invoices to the Pending Invoice Registry - Figure 007.05

Feature Highlights

Some of the key features of the iPos - Purchase Ledger System are shown in the table below :-

FEATURES	FEATURES
Simple to use, designed in the same style as all other modules, natural extention to the Purchase Order System	Simple Suggested Payments Processing, (optionally link Payment image to Payment transaction)
View actual Supplier documents online without recourse to filing cabinets, PDF, XLS, DOC, JPG, GIF and many other formats supported (optional)	Batch Payment Runs (batch payment processing with manual adjustments and commit)
Review Documents received prior to approval onto the Purchase Ledger	Receive ordered Services and Goods into Stock / Quality Control
Automated notification to Supplier of Invoice Approval, Invoice Held and Payment made. (no notifications also an option)	Payments on Account
Foreign Currency supported	Purchase VAT processing
Aged Purchases Analysis (monthly and weekly)	Supplier Statements (electronic)
Aged Creditor Reports (monthly and weekly)	Supplier Login for current account balance and full Account History including Invoices / Credits, Payments and Allocations

below an email to the creator of a Purchase Order. A related Invoice now requires their approval  - Figure 007.06

Integration with other modules

iPos - Purchase Ledger can be used simply to enter Suppliers Invoices and Credits, select items for payment, make payments and maintain Supplier Account balances. As part of the i-Tr@der Business Platform however it integrates as necessary with many other modules. iPos - Purchase Ledger stores all the Scanned Purchase Invoices / Credits and Payment Images in the VFS (Virtual File System) System area. iPos integrates with CMS and provides a direct link to the Current Account balance directly from the main Contact Management Window. CMS People records are also used as part of the process for allowing Suppliers to login to the system to view their account history and receive automatic notifications about Invoice status and payments. iPos - Purchase Ledger also integrates with iGen the i-Tr@der General Ledger module.

Below are some other screen shots from the i-Pos Purchase Ledger module :-

Who should we be paying ?

It's the end of the month again and Suppliers are asking for payment. The suggested payments program provides clear easy to understand details about what is owed to Suppliers and what is due under the payment terms of the relationship with them.

below checking outstanding invoices for a Supplier and selecting those invoices which are to be Paid - Figure 007.07

Purchase VAT Analysis

A concern for many companies is the quarterly VAT return. i-Tr@der provides a comprehensive analysis of all Purchases made and supplies all the information in an easy format to enter straight onto the VAT return document. Full VAT history is available so that any VAT Inspection can be supported with all the Invoices and Credits that were included on any particular return. A simple report can also be produced in Internal Reference No. sequence which mirrors the Physical 'Rusty Nail' filing mechanism used in many companies.

below A summary of the VAT analysed across the different rates from Purchase Invoices and Credits - Figure 007.08

Looking at the details that make up the VAT Summary figures

i-Tr@der provides the visibility of what Documents have been included in a VAT return essential for checking if all documents have been entered before finalising the return.

below a breakdown of all the Invoices & Credits included in the selected VAT Code  - Figure 007.09

Ask your Suppliers to reconcile their accounts on your system ! 

We have all sent out statements to our customers informing them of what they owe us. How many times have we sent a statement to our Suppliers telling them of what we think we owe them? In reality it is the Suppliers money, the best people to check whether we have the account correct or to query the transactions is our Suppliers. i-Tr@der allows us to prepare and send statements to Suppliers at a click of a button. An example of such a statement is shown below, the green buttons at the bottom allow the Supplier to interact directly with the system via the statement document, to either view the Full Account History and / or send us queries relating to the statement. The invoices listed are also live links and will show the transaction values and the Images themselves if they have been linked.

below an example of a SUPPLIER STATEMENT advising the Supplier of what you think you owe them  - Figure 007.10