Forum Discussion

LaniOUP's avatar
LaniOUP
Experienced Cover User
5 years ago

Contractor Invoices

Some contractors that work for us want to be paid via invoice.  Currently I use the service layout in purchases.  I'd love to start recording the number of hours each supplier provides.   It would...
  • Neil_M's avatar
    Neil_M
    5 years ago

    Hi LaniOUP 

     

    One possible way you could track that information would be through the use of an Item invoice layout, rather than a service one. Yes this would require you to set up items for the contractor invoice.

     

    For items you were just tracking the quantity of, such as hours provided you could consider using a $0, but having them inventoried so you can track the quantity for reporting purposes. Other items where its just the amount thats important you wouldnt need to inventory the item, however you wouldnt be able to report on quantities if they werent inventoried

Neil_M's avatar
Neil_M
Former Staff
5 years ago

Hi LaniOUP 

 

One possible way you could track that information would be through the use of an Item invoice layout, rather than a service one. Yes this would require you to set up items for the contractor invoice.

 

For items you were just tracking the quantity of, such as hours provided you could consider using a $0, but having them inventoried so you can track the quantity for reporting purposes. Other items where its just the amount thats important you wouldnt need to inventory the item, however you wouldnt be able to report on quantities if they werent inventoried

  • LaniOUP's avatar
    LaniOUP
    Experienced Cover User
    5 years ago

    Thanks Neil

    I'll give that a go.  

    I don't need to itemise or track anything else.  

    I'm not sure if I can make item layout a preference or not?  Or just choose it each time?  I'll have a play with that also. 

    Cheers

    Lani

    • Neil_M's avatar
      Neil_M
      Former Staff
      5 years ago

      Hi LaniOUP 

       

      You’ll need to have an item for all of the other charges on the contractor’s invoice, however if this item doesn’t need to be tracked you don’t need to worry about selecting “I Inventory” when setting up the item. This would allow all the other items on the contractor’s invoices to be recorded as item invoices don’t allow a free text field in the way that a service invoice does.

       

      On the contractor’s supplier card under the Buying Details tab, you can set a default layout for that supplier. When they are selected in a transaction AccountRight should then default to the item invoice layout

      • LaniOUP's avatar
        LaniOUP
        Experienced Cover User
        5 years ago

        Thanks Neil

        I haven't set up items before.  But I'm thinking I should be choosing "I buy this Item" as it is the only option that allows me to choose an expense account.  

        We usually enter these payments against a different expense account depending on the kind of work they performed.  

        I don't think I need to use the "I inventory" option as that links to an asset account and there is no asset account associated with the hours worked?  

        I did a test and was able to get total hours by choosing the report - Item - Purchases (Item summary).

        Do you think I'm doing it right?  

        Thanks

        Lani

         

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