To create a new Supplier Invoice, go to the ‘Suppliers’ module. Make sure you are in the ‘Supplier Invoices’ screen (tab in the bottom left corner). Select New Invoice function from the top task bar.

In the ‘Supplier Invoice’ window select the supplier - to do this, click on the grey icon next to the Supplier field.

This brings up the supplier contact list. From the list select Supplier by clicking on the line once to highlight in blue then click ‘Select Contact’.

(Please make sure that only Contractors & Suppliers are highlighted in orange on the bottom tab).

Complete the rest of the information:

(For multi-company: Please select the correct company from the drop down list)

Invoice Type – Select Invoice

Invoice Date - Enter Invoice Date

Invoice Ref - Enter your own Invoice Reference number

From the Supplier Invoice window select Add Item.

Charge to the Landlord/Tenant against a property

In the ‘Charge To’ section, dependent on who the invoice is for, choose either Landlord or Tenant.

Select the property from the drop down list, this will automatically prefix the Landlord or Tenant.

Fill in the details of the charge.

Under ‘Supplier’ enter ‘Net’ value; this will populate the same information in the ‘Tenant/Landlord’ record.

Make sure the nominal codes in Supplier and Tenant/Landlord are set to 2160

Make sure that at the bottom of the screen it says ‘This item must be paid from your client account’, as this is being charged to the Landlord/Tenant.

Charge to Company against a property

Change to ‘Company’ - this will take out the extra fields for Tenant/Landlord

Select the ‘Property’ from the drop down list.

Fill in the details of the charge.

Make sure the nominal code is in the 5000 range.

Enter ‘Net’ value.

Make sure that at the bottom of the screen it says ‘This item must be paid from your office account’, as this is being charged to the company.

Office Transaction

This is for office expenses, for example gas/electric/telephone etc.

In ‘Relates to’ select ‘Office’ from the drop down list

Fill in the details of the charge. You could also select a ‘Job’ from the project list by clicking on the job button.

Make sure the nominal code is in the 5000 - 6999 range.

Enter ‘Net’ value.

Make sure that at the bottom of the screen it says ‘This item must be paid from your office account’, as this is being charged to the company.

Once all the details have been filled in click ‘Save Changes’

This will then add the transaction to the main invoice window, in this window, click update and ‘Yes’ to the next window.

Click ‘OK’ in the next window –

Then ‘Save & Exit’

The invoice will now appear in the list

After you have completed the invoice, if you do not want to post into sage, you can ‘Save and Exit’

This will now record the invoice in Decorus but won’t post it into Sage.

This is a useful option for users who cannot post transactions to Sage from Decorus.

All work can be done and then a user with full access can just go in to the records check them and post them to Sage.

If you are marking up to the Tenant or Landlord

If you mark up on a supplier invoice when the supplier is not VAT registered, and you charge VAT on the mark-up, then you have to pay your supplier from the office account hence you have to record the information as above.

You can add more than one item on each supplier invoice. Each item can relate to a different property.

You can also charge your Tenant by selecting Tenant; make sure that in the account field the correct tenancy ref. is displayed (as below) the rest of the procedure is exactly the same.

This will now record the invoice in Decorus but won’t post it into Sage. This is a useful option for users who cannot post transactions to Sage from Decorus. All work can be done, and then a user with full access can just go in to the records, check them, and post them in to Sage.

CLICK ‘UPDATE’    

This will update your Sage financials.

A New Supplier Invoice will appear on the list with a green dot against it (which suggests the invoice was updated to Sage; A grey dot suggests the invoice wasn’t updated to Sage).

Transactions which will be posted to Sage:

For charge to LANDLORD

PI- purchase invoice against supplier record

SI- sales invoice against landlord record with mark-up value (that amount will be deducted on landlord statement)

Charge against TENANT

PI- purchase invoice against supplier record

SI- sales invoice against tenant record with mark-up value (this amount will be outstanding or payable on the tenancy record)

Client Accounting Tips for VAT registered Letting Agents

Supplier Invoices charged to the landlord

                                                                                               Sup N       Vat       Land N       Vat       Bank       Ret

Supplier is VAT registered and no mark-up                         2160          10           2160          10        1260        N

Vat Registered and mark-up applied                                   2160           1            2160           1         1260        Y

Supplier is not VAT registered and no mark-up                   2160           9            2160            9        1260       N

Supplier is not VAT registered and mark-up                        500X           9           1260            1         1260       Y

Supplier is VAT registered and discount applied                 2160            1           2160            1         1260       Y

Supplier is not VAT registered and discount applied           2160            9           2160            9         1260       N

Agent pays supplier through office account regardless       500X          1/9         2160          1/9        1200       Y/N*

Landlord pays invoice separately                                        500X          1/9          400X         1/9       1200         Y **               

General Accounting Tips

When invoicing landlord’s additional fees to be deducted from a landlord statement, use the client control account (ie 2160).

When paying bills invoice through P&L (ie 4000-9999) payments should be made into your office account (ie 1200)

A setting in preferences can ensure the above applies. See strict supplier payments

Any VAT registered Agent marking up to a non VAT supplier, the system will automatically default and charge VAT to the Landlord for the full amount of the invoice – if you want VAT on the mark up only, you will have to charge this to the Landlord separately, the Landlord will be aware of this on the statement

* If you are marking up

** Only use P&L nominals if you are receiving payment direct from the landlord into your office account. For example – any major works (also use this procedure for guaranteed income properties)