NavigateERP for African business

A lease’s documents: sales, purchases and expenses

Raise quotations, invoices, supplier invoices and expenses from the lease - the way a service job keeps its documents.

Steps

  1. Open the agreement (Lease & rentals → Agreements) and choose the Documents tab.
  2. Under New document for this lease: Quotation, Sales order or Invoice for the lease’s customer; Purchase requisition, Purchase order or Supplier invoice for what the lease buys or hires in; Expense or Expense provision for running the machine (fuel, servicing, transport).
  3. The form opens with the lease shown at the top and its customer filled in. Complete it and save as usual - approvals, numbering and posting are unchanged.
  4. Documents copied from these stay with the lease: order → delivery → invoice → credit note, purchase order → goods received → supplier invoice. Receipts and supplier payments against them show on the tab too.
  5. The tab lists every document of the lease: sales from quotation to payment, purchases to supplier payment, expenses, crew and partner costs, and prepaid hours invoiced. Billing runs and prepaid-hour invoices are linked automatically.

Good to know

  • A sales document of a lease is always to the lease’s customer.
  • Lines take the lease’s code (Vehicles & assets) unless you choose one: revenue the machine’s code when the lease has one machine, costs the lease’s code. That is how the ledger - and every report - knows the lease.
  • A cancelled lease takes no new documents.