Sales and Purchase Ledger Reports - Creation Procedure: RU 
Sales and Purchase Ledgers are legally required documents displaying tax invoices and payments on its base documents (A/P or A/R Invoices) in terms of VAT reporting.
Both ledgers are based on A/R and A/P tax invoice marketing documents, where Sales Ledger is based on A/R Tax Invoices and Purchase Ledger is based on A/P or A/R Tax Invoices (payment type only).
Procedure
Sales Ledger Creation
Sales ledger, based on the selected taxation method in the system initialization – company details, registers tax invoices appropriately. The following taxations methods exist:
On Shipment - A/R Tax Invoice based on invoices is registered in the sales ledger when it is posted to the system (on Posting Date). The whole amount (document total) and VAT is registered within the sales ledger.
On Payment - A/R Tax Invoice based on invoices is registered within the sales ledger when a total or a partial payment is received for the base A/R Invoices. If the payment is a partial payment or not all the A/R Invoices linked to the appropriate A/R Tax Invoice have been paid yet, there is a remark next to the relevant line “partial payment”. In case of partial payments, A/R Tax Invoice will be registered only in the amount of payment.
A/R Tax Invoice will be included in the sales ledger on Payment Date (if the Payment date is later than the tax invoice posting date, otherwise, this date is used).
A/R Tax Invoice based on down payment (a payment not based on invoice or a payment based on an A/R Down Payment Request) is registered in the sales ledger on the date when it is issued (Document Date), regardless of the taxation method. This type of A/R Tax Invoice is registered also in the purchase ledger after issuing an A/R Tax Invoice for the goods/services for which the down payment was posted, after connecting the down payment with the base invoices of the A/R Tax Invoice.
A/R Tax Invoice based on journal entry is registered in the sales ledger on the Posting Date of the tax invoice.
If you use the On Shipment method, also credited invoices using Credit Memo transaction are displayed in the Sales Ledger report, if you choose the option to display them.
Purchase Ledger Creation
Purchase Ledger always registers an A/P Tax Invoice according to the On Payment method, regardless of the settings in the company details (legal requirement). This means, that an A/P Tax Invoice is registered within purchase ledger when a total or a partial payment is received for the base A/P Invoices.
If the payment is a partial payment or not all the A/P Invoices linked to the appropriate A/R Tax Invoice have been paid yet, there is a remark next to the relevant line “partial payment”. In case of partial payments, A/P Tax Invoice will be registered only in the amount of payment.
A/P Tax Invoice based on journal entry is registered in the purchase ledger on the Posting Date of the tax invoice.
Result
A/R and A/P Tax Invoices are registered within the sales and purchase
ledgers automatically. Depending on legislature needs, Sales and Purchase
Ledger Reports (
Report 
Financials
Accounting Tax
) can be generated, which display the registered tax invoices.
Example
Input Data
The provided example shows the most common situations that occur within organization’s business processes.
A/R Invoice (date) |
Total without VAT |
VAT |
A/R Tax Invoice (based on Invoice (s)) (date) |
Total without VAT |
VAT |
|---|---|---|---|---|---|
A/R Invoice No. 1 (05.01) |
100 |
20 |
A/R Tax Invoice No. 101 (based on A/R Inv. No. 1 and 2) (09.01) |
300 |
60 |
A/R Invoice No. 2 (08.01) |
200 |
40 |
|||
A/R Invoice No. 3 (12.01) |
50 |
10 |
A/R Tax Invoice No. 103 (based on A/R Inv. No. 3) (15.01) |
50 |
10 |
Also the following A/P Invoices and A/P Tax Invoices based on these A/P Invoices was received by the company (the numbers for A/P Invoices and Tax Invoices are assigned by the vendors):
A/R Invoice (date) |
Total without VAT |
VAT |
A/R Tax Invoice (based on Invoice (s)) (date) |
Total without VAT |
VAT |
|---|---|---|---|---|---|
A/P Invoice No. 19 (07.01) |
500 |
100 |
A/P Tax Invoice No. 6 (based on Inv. No. 19 & No. 45) (11.01) |
800 |
160 |
A/P Invoice No. 45 (10.01) |
300 |
60 |
|||
A/P Invoice No. 89 (19.01) |
150 |
30 |
A/P Tax Invoice No. 87 (based on Inv. No. 89) (24.01) |
150 |
30 |
The following incoming payments were received by the organization in January:
A/R Invoice (date) |
Total without VAT |
VAT |
A/R Tax Invoice (based on Invoice (s)) (date) |
Total without VAT |
VAT |
|---|---|---|---|---|---|
No. 1 (07.01) |
A/R Invoice No. 1 |
120 |
|||
No. 2 (10.01) |
30 |
A/R Tax Invoice No. 102 (Payment type tax invoice) (10.01) |
25 |
5 |
|
No. 3 (15.01) |
A/R Invoice No. 2 |
120 |
The following outgoing payments were paid by the organization in January:
Payment |
Payment Date |
A/P Invoice the payment is based on |
Amount paid |
|---|---|---|---|
No. 101 |
09.01 |
A/P Invoice No. 19 |
300 |
No. 102 |
11.01 |
180 |
|
No. 103 |
15.01 |
A/P Invoice No. 45 |
60 |
In addition to the operation performed above, the organization made the following actions in January:
Outgoing payment No. 102 was linked with A/P Invoice # 89 (reconciliation was made on 19.01).
A/R Invoice No. 3 was linked to the Incoming payment No. 2 (on 12.01).
In February, the following incoming payments were received by the organization:
A/R Invoice (date) |
Total without VAT |
VAT |
A/R Tax Invoice (based on Invoice (s)) (date) |
Total without VAT |
VAT |
|---|---|---|---|---|---|
No. 4 (10.02) |
A/R Invoice No. 2 |
120 |
|||
No. 5 (16.02) |
480 |
A/R Tax Invoice No. 104 (Payment type tax invoice) (16.02) |
400 |
80 |
|
No. 6 (25.02) |
A/R Invoice No. 3 |
30 |
The following outgoing payments were received by the organization in February:
Payment |
Payment Date |
A/P Invoice the payment is based on |
Amount paid |
|---|---|---|---|
No. 104 |
05.02 |
A/P Invoice No. 19 |
300 |
No. 105 |
13.02 |
A/P Invoice No. 45 |
120 |
Results
Sales & Purchase Ledgers for January
In the Sales Ledger for the period from 01.01 to 31.01 (January) the following Tax Invoices will be registered:
On Shipment method
Tax Invoice Date & Number |
Date of Payment |
Tax Invoice Total Including VAT |
Total without VAT |
VAT |
|---|---|---|---|---|
09.01 No. 101 |
09.01 |
360 |
300 |
60 |
10.01 No. 102 |
10.01 |
30 |
25 |
5 |
15.01 No. 103 |
15.01 |
60 |
50 |
10 |
On Payment method
Tax Invoice Date & Number |
Date of Payment |
Tax Invoice Total Including VAT |
Total without VAT |
VAT |
|---|---|---|---|---|
09.01 No. 101 |
07.01 |
120 (partial payment) |
100 |
20 |
10.01 No. 102 |
10.01 |
30 |
25 |
5 |
09.01 No. 101 |
15.01 |
120 (partial payment) |
100 |
20 |
15.01 No. 103 |
10.01 |
30 (partial payment) |
25 |
5 |
In the Purchase Ledger for the period from 01.01 to 31.01 (January) the following Tax Invoices will be registered:
Tax Invoice Date & Number |
Date of Payment |
Tax Invoice Total Including VAT |
Total without VAT |
VAT |
|---|---|---|---|---|
11.01 No. 6 |
09.01 |
300 (partial payment) |
250 |
50 |
11.01 No. 6 |
15.01 |
60 (partial payment) |
50 |
10 |
10.01 No. 102 |
10.01 |
30 |
25 |
5 |
24.01 No. 87 |
11.01 |
180 |
150 |
30 |
Sales & Purchase Ledgers for February
In the Sales Ledger for the period from 01.02 to 28.02 (February) the following Tax Invoices will be registered:
On Shipment method
Tax Invoice Date & Number |
Date of Payment |
Tax Invoice Total Including VAT |
Total without VAT |
VAT |
|---|---|---|---|---|
16.02 No. 104 |
16.02 |
480 |
400 |
80 |
On Payment method
Tax Invoice Date & Number |
Date of Payment |
Tax Invoice Total Including VAT |
Total without VAT |
VAT |
|---|---|---|---|---|
09.01 No. 101 |
10.02 |
120 (partial payment) |
100 |
20 |
16.02 No. 104 |
16.02 |
480 |
400 |
80 |
15.01 No. 103 |
25.02 |
30 |
25 |
5 |
In the Purchase Ledger for the period from 01.02 to 28.02 (February) the following Tax Invoices will be registered:
Tax Invoice Date & Number |
Date of Payment |
Tax Invoice Total Including VAT |
Total without VAT |
VAT |
|---|---|---|---|---|
11.01 No. 6 |
05.02 |
300 (partial payment) |
250 |
50 |
11.01 No. 6 |
13.02 |
120 (partial payment) |
100 |
20 |