Using Multiple Transaction Lines For Accounts Payable Invoices

This article explains how to use the Multiple Transaction Lines feature when entering Accounts Payable invoices in Cirrus8. It outlines when this feature should be used, the key benefits, and provides step-by-step instructions for correct invoice entry.

Overview

When entering Accounts Payable invoices, users can add multiple transaction lines within a single invoice. This functionality is designed to improve accuracy and efficiency when recording expenses that are itemised or relate to multiple payment periods.

Certain invoices—such as council rates and land tax—are commonly issued with instalment options, where each instalment has different:

• Due dates

• Amounts

• Transaction periods

Rather than entering separate invoices for each instalment, all instalments can be entered as individual transaction lines under one invoice.

Benefits of Using Multiple Transaction Lines

Using multiple transaction lines within a single invoice provides the following advantages:

• Improved payment control
  Each transaction line can have its own due date, allowing payments to be scheduled accurately and preventing early or late payments.

• Accurate expense allocation
  Instalments can be allocated to different accounting periods or account codes, ensuring financial reports reflect the correct timing and nature of expenses.

• Streamlined data entry
  Entering all instalments under one invoice reduces repetitive data entry, saves time, and ensures consistency across related transactions.

How to Enter Multiple Transaction Lines

1. Navigate to:
   Accounts Payable > Invoices & Credits

2. Select the Supplier/Owner
   Choose the supplier or owner to be paid from the drop-down menu.

3. Enter the first transaction line:

   • Invoice Number – As shown on the tax invoice

   • Invoice Date – As per the tax invoice

   • Payment Method – Confirm it matches the tax invoice

   • Transaction Type – Select Invoice or Credit as required

   • Property – Select the relevant property

   • Unit – Select if the expense relates to a specific unit

   • Account Code – Select the appropriate expense account

   • Description – Enter a clear description for the transaction

   • From Date / To Date – Enter the applicable period

   • Due Date – Enter the due date for this instalment

   • Tax Rate – Select the applicable tax rate

   • Gross Amount – Enter the amount for this transaction line

   • Click Process to post the transaction line

4. Confirm the transaction line appears at the bottom of the screen.

5. Enter additional transaction lines
   For each subsequent instalment, update the relevant fields (such as dates, amounts, account codes, or descriptions), then click Process again. Repeat as required.

6. Upload supporting documents
   Attach any relevant PDF invoices or supporting documentation.

7. Finalise the invoice
   Review all transaction lines carefully, then click Complete to finalise the invoice.