Recording Electricity Payments, Invoices and Credits in Scribe
Sometimes your electricity supplier may issue multiple invoices and credit notes relating to a single Direct Debit. This can happen when bills are corrected or reissued.
You will need to reflect the actual amount paid in Scribe, and you can choose to add individual lines to the transaction in order to show a breakdown of the invoices and credit notes issued.
1. Enter the payment details
Create a payment transaction and enter the basic details of the payment as usual.
2. Add the invoice and credit lines
Within the transaction, add a separate line for each relevant invoice and credit note.
- Invoices: Enter the amount as a positive value.
- Credit notes: Enter the amount as a negative value by adding a minus sign before the amount.
IMPORTANT
If you receive a credit note from a supplier and the amount is to be deducted from a future payment, the credit note should only be entered at the date at which the payment is made to the supplier (and therefore the credit is realised).
Example
Your supplier takes a Direct Debit of £300, covering two invoices and a credit note.
| Description | Amount |
|---|---|
| Electricity invoice 1 | £200.00 |
| Electricity invoice 2 | £150.00 |
| Credit note | -£50.00 |
| Total payment | £300.00 |
The total of the individual lines should match the amount paid from your bank account.
3. Check the VAT
Check the VAT treatment against the supplier's invoices and credit notes. Credit notes will often use the same VAT treatment as the original invoice, but always confirm this against the documentation provided.
4. Reconcile the payment
Before adding the transaction, check that the total matches the Direct Debit shown on your bank statement and that all relevant invoices and credits have been accounted for.
You can upload the supplier's invoices, credit notes and any supporting breakdown for reference and audit purposes.
Remember: You do not need to create a separate payment transaction for every invoice or credit note. Multiple invoice and credit lines can be added to a single payment transaction.