Supplier Invoices

Overview

Use Supplier Invoices to capture the invoices your suppliers issue for goods or services rendered.
You can create one manually, or copy it from a Purchase Order, from a Materials Movement (Receive) once the goods are received, or from another Supplier Invoice.
An invoice in an accounting status updates the supplier's account and the Supplier Age Analysis, and is paid through Supplier Payments.

Goods returned to the supplier are recorded on a Supplier Debit Note, copied from the invoice.

For step-by-step instructions, see the Supplier Invoices Tutorial.

Settings

User Settings

Note

The defaults are the values for new databases and new users. Your database may have different values.

Info

Batch updates on the list view also need the General > Batch Updates - Access Allowed setting.

Setting	Description	Default
Accounting > Supplier Invoices - Access Allowed	None: No access whatsoever. User: Can create records. Supervisor: Can create, approve and change the statuses of completed records. Only a supervisor can delete a Supplier Invoice.	None
Copy Rules > Purchase Orders - Copy to Supplier Invoice	Yes or No.	No
Copy Rules > Materials Movement - Copy to Supplier Invoice	Yes or No. Whether you can create an invoice from a Materials Movement (Receive).	No
Copy Rules > Supplier Invoices - Copy to Supplier Invoice	Yes or No.	No
Copy Rules > Supplier Invoices - Copy to Supplier Debit Note	Yes or No.	No
Default Transactions View > Supplier Invoices	The list that opens with the module: Today All Pending All Active All Pending & Active	Today

Accounting Settings

Setting	Description	Default
Allow CI,CC,SI,SDN transactions to be created in the Ledger	CI = Customer Invoices, CC = Customer Credit Notes, SI = Supplier Invoices, SDN = Supplier Debit Notes. Yes: The documents are also posted to the ledger. No: The documents are only created in their own modules, and separate ledger transactions must be created for accounting purposes.	No
Show Period Date on Supplier Invoice	Yes or No. Whether the Period date appears on the invoice, so the invoice can be posted to a different accounting period from its invoice date.	No

List View

The list opens in the view set by your Default Transactions View setting. Menu > Views switches between the Transaction view, which displays one row for every Supplier Invoice, and the Items view, which displays one row for every line item on the Supplier Invoice.

Buttons Explained

Button	Description
Reset	Resets the data filters.
Arrow on Reset	Select a filter option: Today All Pending All Active All Pending & Active
View	Lists the invoices that match the filters.
New	Creates a Supplier Invoice.
Output	Prints, previews or emails the selected invoices (see Output).
Actions	Displays the Batch Update option, which changes the status of the selected invoices. In the Items view, it changes the Account or VAT of the selected lines.
Menu	A submenu with these options: Views: Transaction or Items Settings: Edit Categories Export: Email Excel, Export Grid Layout: Save Grid, Save Grid (All Users), Restore Grid, Restore Default Grid, Restore Default Grid (All Users)

Filters Explained

Filter	Description
No.	Select the kind of number, then enter it: SI: the Supplier Invoice number. PO: a linked Purchase Order. SO: a linked Sales Order. WO: a linked Work Order. The other filters are ignored while a number is entered.
Search	Finds invoices with the text in the Reference, Supplier Invoice number or Ref No.
Date	The date range: No Date User Date (a range you choose) Today Yesterday This week Last week This month Last month This year Last year Fin year The range applies to the invoice date, or to the Period date when Period is checked. The arrows move the range back or forward.
Period	A checkbox. If checked, the date range applies to the Period date instead of the invoice date.
Status	Check the status groups to include: Pending Active Complete Cancelled If none of the status groups are checked, all the entries appear.
Supplier	Shows only the invoices for the selected supplier.
Branch	Shows only the invoices for the selected branch.

Fields Explained

Info

Fields marked in green (✎) can be edited.

Column	Description
ID	The system-generated number of the invoice.
SI No.	The supplier's invoice number.
Inv Date	The invoice date.
User	The user who captured the invoice.
Supplier	The supplier.
Contact	The supplier's contact person.
Total (Exc)	The transaction's VAT exclusive total (the approved total).
VAT	The amount of VAT on the transaction (the approved VAT).
Total (Inc)	The transaction's VAT inclusive total (the approved total).
Reference	Your reference.
Status	The invoice's status, in the colour of its status group.
PO No.	The linked Purchase Order.
SO No.	The linked Sales Order.
WO No.	The linked Work Order.
WF No.	The linked Workflow number (see Workspace).
Due Date	When payment is due.
Branch	The invoice's branch.
Ageing	How old the invoice is.
Terms	The Credit Terms.
Total (CUR)	The transaction total in its currency.
Ledger ID	The system-generated number allocated to the ledger entry.
Outstanding	The amount still unpaid.
Period Date	The accounting period date.
Acc No	The supplier's account number.
From	The type and number of the transaction it was copied from (for example, PO 123).
Flow	The system-generated number allocated to the transaction flow (all the transactions copied from each other).
Ref No.	A reference number.
Approval	The checklist's approval progress, when checklists are used (see Approvals).
SM No.	The linked Service Manager ticket number.
CGST Amt	The CGST amount. Only for companies that use GST (India) (see GST (India)).
SGST Amt	The SGST amount. Only for companies that use GST (India) (see GST (India)).
IGST Amt	The IGST amount. Only for companies that use GST (India) (see GST (India)).
Attachments	Shows when attachments are linked to the invoice (see Attachments).
Updated by	The user who last updated the invoice.
Updated	The date the invoice was last updated.
Category	The invoice's category.
Status Note	The note on the invoice.
Menu (...)	A submenu that can also be accessed by right-clicking an entry, with these options: Open WorkFlow Open Transaction in Ledger View Supplier Summary View linked Transactions View SM Responses (see Service Manager) Copy to new Supplier Invoice Copy to Supplier Debit Note Edit Delete

Items View: Fields Explained

The Items view displays one row for every line item on the Supplier Invoice.

Column	Description
INV ID	The system-generated number of the invoice.
SI No.	The supplier's invoice number.
Status	The invoice's status.
Supplier	The supplier.
Reference	Your reference.
Date	The invoice date.
Due Date	When payment is due.
Branch	The branch.
Currency	The abbreviation of the currency used on the invoice.
Ageing	How old the invoice is.
Outstanding	The amount still unpaid on the invoice.
Ledger ID	The system-generated number allocated to the ledger entry.
PO No. (Header)	The Purchase Order linked to the invoice.
SO No. (Header)	The Sales Order linked to the invoice.
WO No. (Header)	The Work Order linked to the invoice.
SI Total (exc)	The invoice's VAT exclusive total.
SI VAT	The amount of VAT on the invoice.
SI Total (inc)	The invoice's VAT inclusive total.
Item ID	The system-generated number for the item.
Item	The line number.
Description	The description of the item invoiced.
Code	The code of the item invoiced.
Account	The ledger account the line is posted to.
Unit	The unit.
Qty	The quantity invoiced.
/Unit	The price per unit.
Total (exc)	The item's VAT exclusive total.
VAT	The total amount of VAT on the item.
Total (inc)	The item's VAT inclusive total.
PO No. (Item)	The Purchase Order the line came from.
WO No. (Item)	The Work Order the line came from.
SO No. (Item)	The Sales Order the line came from.
From (Trans)	The type and number of the transaction it was copied from (for example, PO 123).
From (Item)	The type and number of the transaction the line was copied from (for example, PO 123).
CGST Amt	The item's CGST amount. Only for companies that use GST (India) (see GST (India)).
SGST Amt	The item's SGST amount. Only for companies that use GST (India) (see GST (India)).
IGST Amt	The item's IGST amount. Only for companies that use GST (India) (see GST (India)).
Category (Mat)	The material's category.
Subcategory	The material's subcategory.
VAT Type	The VAT Type applicable to the line item.
VAT%	The percentage VAT applicable to the line item.
Enter	Whether prices are entered excluding (Exc) or including (Inc) VAT.
Menu (...)	The same options as on the Transaction view.

Edit View

Buttons Explained

Note

If checklists are used, the invoice's checklist must be approved before you can copy it or change some statuses.

Button	Description
Arrows	Move to the previous or next transaction on the list.
New	Saves the open invoice and creates a new one.
Save	Saves your changes.
Output	Prints, previews or emails the invoice (see Output).
Status	Changes the invoice's status. A status change can wait for checklist approval.
Approve	Appears when checklists are used. Approves the invoice (see Approvals).
Arrow on Approve	Select an option: Update Checklist (Auto & Override) Reset Checklist
Links	Lists the transactions linked to the invoice. Select one to open it.
Actions	A submenu with these options: Copy to new Supplier Invoice Copy to Supplier Debit Note (needs editing access to Supplier Debit Notes) Add Attachment Update the From Transaction: updates the invoice from its source, or a different one, and warns that this breaks the links to downstream transactions
Menu	A submenu with these options: Open WorkFlow Open Transaction in Ledger View/Edit Checklist View linked Transactions View linked Purchase Order View SM Responses View Audits View Supplier Summary Delete Supplier Invoice (supervisors only) Layout: Save Grid, Save Grid (All Users), Restore Grid, Restore Default Grid, Restore Default Grid (All Users)

Header Explained

Info

Fields marked in green (✎) can be edited.

Field	Description
SI No.	Enter the supplier's invoice number.
Date	The invoice date.
Period	The accounting period date, if Show Period Date on Supplier Invoice is set.
Supplier	The supplier. You must first select a supplier before you can add lines.
Contact	The supplier's contact person.
Reference	Your reference.
Note	A note, below the reference.
Terms	The Credit Terms.
Ref No.	A reference number.
Category	The invoice's category.
Due Date	When payment is due.
Ageing	How old the invoice is.
Outstanding	The amount still unpaid.
Branch	The invoice's branch.
Currency	The invoice's currency (see Currencies).
Rate	The exchange rate.
Ledger ID	The ledger transaction.
From	The type and number of the transaction it was copied from (for example, PO 123).
SM No.	The Service Manager ticket.
Updated	Who last changed the invoice, and when.

Item Buttons Explained

Button	Description
P/Order	Adds lines from the supplier's Purchase Orders.
MMR	Adds lines from Materials Movements (Receive): the goods already received.
Custom	Adds a custom line.

Item Fields Explained

Info

Fields marked in green (✎) can be edited.

Field	Description
ID	The system-generated number for the item.
PO No.	The Purchase Order the line came from.
SO No.	The Sales Order the line came from.
WO No.	The Work Order the line came from.
Description	The description of the item invoiced.
Qty	The quantity invoiced.
Fixed Cost	A fixed amount added to the line.
Unit Cost	The price.
/	The quantity the price is for.
Adj %	A percentage adjustment.
Adjustment	The adjustment as an amount.
Total (Exc)	The item's VAT exclusive total in the local currency.
VAT Type	The VAT Type selected for the line item.
Enter	Whether prices are entered excluding (Exc) or including (Inc) VAT.
VAT	The VAT amount on the line item.
Total (Inc)	The item's VAT inclusive total in the local currency.
Total Cost	The item's total cost.
/Unit	The price per unit.
VAT %	The VAT percentage on the line item.
Setup Price	The material's price in its setup, to compare with the invoiced price.
Item	The line number.
Account	The ledger account the line is posted to.
Total Cur	The item's total in the invoice's currency.
Code	The code of the item invoiced.
Unit	The unit.
From	The type and number of the transaction the line was copied from (for example, PO 123).
CGST %	The CGST percentage. Only for companies that use GST (India) (see GST (India)).
SGST %	The SGST percentage. Only for companies that use GST (India) (see GST (India)).
IGST %	The IGST percentage. Only for companies that use GST (India) (see GST (India)).
CGST Amt	The CGST amount. Only for companies that use GST (India) (see GST (India)).
SGST Amt	The SGST amount. Only for companies that use GST (India) (see GST (India)).
IGST Amt	The IGST amount. Only for companies that use GST (India) (see GST (India)).
Category (Mat)	The material's category.
Subcategory	The material's subcategory.
Menu (...)	A submenu with these options: Delete Item View/Edit Note Update Material Price: updates the material's price from the line. Open linked Material Item View Material Summary Move Up Move Down

Statuses

Supplier Invoices use the statuses set up for the module. See Statuses for the status groups and default statuses.

Supplier Invoices

Overview#

Settings#

User Settings#

Accounting Settings#

List View#

Buttons Explained#

Filters Explained#

Fields Explained#

Items View: Fields Explained

Edit View#

Buttons Explained#

Header Explained#

Item Buttons Explained#

Item Fields Explained#

Statuses#

Overview

Settings

User Settings

Accounting Settings

List View

Buttons Explained

Filters Explained

Fields Explained

Edit View

Buttons Explained

Header Explained

Item Buttons Explained

Item Fields Explained

Statuses