SPLITTING AND TRACKING THE PURCHASE INVOICE AMOUNT

A payment schedule lets you split the purchase invoice amount into several instalments, each with its own due date. The schedule due dates are used by the Payment forecast and the liquidity report, where payment schedule due dates take first priority.

Adding a payment schedule

Open the payment schedule window from the icon above the Due date field:

To add or change a payment schedule, the purchase invoice must have the status Saved or Confirmed, and the Payment terms field must be filled in.

Filling in the payment schedule

The first row of the schedule shows the amount to be paid on the purchase invoice and its due date. For each instalment, enter:

• Date – the expected payment date;
• Percentage or Partial sum – the share or amount of the instalment.

When you save the schedule, Directo checks that the instalments add up to 100%. If the purchase invoice is paid in part, Directo marks the instalments as paid in chronological order, starting with the earliest. See also the payment schedule guide to learn how to create a payment schedule template for payment terms and how to copy a schedule from Excel.

Click the info icon next to the Balance field on the purchase invoice to open a window that shows how the invoice balance has built up: the purchase invoice amount and every document that has changed the balance.

The transactions that affected the balance are listed in chronological order. The window has the following columns:

• Type – document type: Invoice, Prepayment, Offset, Credit Note or Payment.
• DocNo – document number. Click the number to open the document. For a prepayment, the prepayment ID is shown in brackets.
• Date – document date.
• Supplier – supplier name, with the supplier code in brackets.
• Pay terms/mode – payment terms of an invoice or credit note, or payment mode of a payment.
• Due date – due date of an invoice or credit note.
• Change – the amount by which the document changed the balance.
• Balance – the remaining balance after each transaction.

For a foreign currency purchase invoice, the window has two balance columns: Balance [currency] in the invoice currency and Base balance in the base currency.

The amount check helps you make sure that the Directo purchase invoice matches the supplier's invoice: the e-invoice amount matches the total of the purchase invoice rows, and when you enter an invoice manually, no rows are missing. The check uses the fields in the Totals section of the purchase invoice.

1. Directo fills in the dividable sum automatically from the e-invoice, or you enter the total amount of the supplier's invoice manually.
2. When you enter or change purchase invoice rows, the Difference field shows how much the row total differs from the dividable sum.
3. If the difference is 0, the purchase invoice rows match the supplier's invoice. If a difference remains, a row is missing, extra or has been changed.
4. If there is a difference between the dividable sum and the row total, Directo warns you when you save the purchase invoice, and the invoice cannot be confirmed:

Whether the dividable sum is filled in from the e-invoice, and with which amount, depends on the setting System settings → Transport → e-invoice input fills purchase invoice dividable sum:

• No – Directo does not fill in the dividable sum.
• With VAT – the dividable sum is the e-invoice amount including VAT.
• W/o VAT – the dividable sum is the e-invoice amount excluding VAT.

The amounts on the purchase invoice and on the invoice sent by the supplier may differ slightly, and the difference has to be posted to rounding. This happens, for example, when you split one row between several cost objects, or when the VAT on the supplier's invoice differs from the VAT calculated by Directo and you have to adjust the rows so that the VAT amounts match.

The Add to rounding button moves the difference between the purchase invoice and the dividable sum to the Rounding field. Directo adds a rounding entry to the financial transaction, posted to the account set as the Rounding account in system settings.

Use rounding only for small rounding differences. A larger difference means a row is missing or incorrect.

• Bauwise – the interface takes the amount excluding VAT from the purchase invoice. The setting Fill dividable sum when creating purchase invoice from e-invoice must be set to Without VAT. Read more: Bauwise integration.
• Row-based approval – approvers split the dividable sum between themselves by rows.

The Split by resources button splits the amount of a purchase invoice row according to the rows of a resource document.

1. In the From resrc. field on the purchase invoice rows, enter the resource document number.
2. Click Split by resources.
3. Directo splits the row amount in proportion to the quantities on the resource and copies the item, quantity, project, customer, etc. from the resource rows to the purchase invoice rows.