Supplier Invoices Tutorial

Overview#

Supplier Invoices are official documents received by an organisation from their suppliers to request payment for goods or services provided to the organisation. These invoices typically include essential details such as the supplier’s name, contact information, a description of the goods or services, quantities, unit prices, total amount due and payment terms (e.g. due date, payment method).

💡These tutorials explain how to create, edit, view, print and email Supplier Invoices.

How to View a List of Supplier Invoices#

1. Navigate to Supplier Invoices.
2. Select a date next to Set, or enter dates in the provided fields.
3. Select Supplier = All.
4. Click View (button).
   • Note: Double-click a transaction to display the Supplier Invoice.

How to Filter a List of Supplier Invoices#

1. Navigate to Supplier Invoices.
2. Select a date next to Set or enter dates in the provided fields.
3. Supplier = Select a specific Supplier, or
4. Status = Select a specific Status.
5. Click View (button).

How to Search for a Supplier Invoice#

1. Navigate to Supplier Invoices.
2. Enter the Supplier Invoice Number in the blocks before the Search block, or
3. Enter the Name (or part of the name) in the Search block.
4. Click View (button).

How to Create a Supplier Invoice Manually#

1. Navigate to Supplier Invoices.
2. Click New (button).
3. Add the Header Information:
   1. Enter the SI No. as it appears on the Supplier's Invoice.
   2. Supplier = Select the supplier.
   3. Contact Person = Select a contact person.
   4. Enter a Reference and Note.
   5. Category = Select a Category.
   6. Terms = Select the Terms.
   7. Ref No. = Enter a Reference Number.
4. Create the items by selecting an option next to Add (button):
   1. Custom:
      1. Enter a Description.
      2. Select an Expense Account.
      3. Enter a Quantity.
      4. Select a VAT Type.
      5. Enter a Fixed Cost (if applicable).
      6. Enter a Unit Cost.
   2. P/Order (Purchase Order):
      1. Select a Purchase Order from the popup block by entering the PO No. or clicking View (button) to see all the Purchase Orders for that supplier.
      2. Filter Purchase Orders as follows:
         • Check the Outstanding box to filter to only Outstanding Purchase Orders.
      3. Select a Purchase Order > Click Add (button).
   3. MMR (Material Movement Receive): 
      1. Enter the Purchase Order Number next to PO No.
      2. Click Find (button).
      3. Check the items to include on the Supplier Invoice.
      4. Click Copy.
5. If you made a mistake, right-click the entry and select Delete Item.
6. Enter an Adjustment %, if required.
   • Note: An adjustment can be positive (markup, e.g. 5) or negative (discount, e.g. -10).
7. Continue to add items as needed.
   • Note: The subtotal for an item is not calculated until you move to the next line.
8. Click Save (button).

How to Create a Supplier Invoice from a Purchase Order#

1. Navigate to Main Menu > Suppliers > Purchase Orders.
2. Double-click a Purchase Order to open it.
3. Click Actions (button) > Copy to Supplier Invoice.
4. Check the items that must be copied.
5. Click Copy (button).
6. Edit and Save the Supplier Invoice.

How to Create a Supplier Invoice from Material Movements (Receive)#

1. Navigate to Main Menu > Materials > Materials Movement.
2. Double-click a Materials Movement (Receive) to open it.
3. Click Actions (button) > Copy to Supplier Invoice.
4. Check the items that must be copied.
5. Click Copy (button).
6. Edit and Save the Supplier Invoice.

How to View or Change Materials from a Supplier Invoice#

1. Create or Edit a Supplier Invoice (Status = Pending).
2. Right-click and select View/Edit Note to view any notes.
   1. Update Material Price to change the material price.
   2. Open linked Material Item to view or edit the material linked to the item on the invoice.
   3. View Material Summary, choose a tab to see more information:
      • Detail: The description and specification.
      • Pricing: A list of suppliers and prices.
      • Inventory: Items in stock and their unit prices.
      • Dependencies: Any linked documents (e.g. Quotations).
      • Transactions: A list of transactions made using this material.

How to Edit a Supplier Invoice#

1. From editing a Supplier Invoice:
2. Change the Status to Pending.
3. Make the necessary changes.
4. Click Save (button) if it is not greyed out (if it is greyed out, all the changes are saved).

How to Copy a Supplier Invoice#

1. From editing a Supplier Invoice:
2. Click Actions (button) > Copy to new Supplier Invoice.

How to Delete or Cancel a Supplier Invoice#

1. From editing a Supplier Invoice.
2. Option 1: Click Menu (button) > Delete Supplier Invoice.
3. Option 2: Change the Status of the Supplier Invoice to Cancelled.

How to Reset a Purchase Order after a Linked Supplier Invoice is Deleted#

1. Navigate to Purchase Orders (Main Menu > Suppliers > Purchase Orders).
2. Filter the record by choosing the Supplier from the dropdown list (optional).
3. Filter the records by choosing Complete from the Status options (optional).
4. Click View (button).
5. Double-click the applicable Purchase Order you linked to on the deleted Supplier Invoice (its status shows Invoiced).
6. Change the Status back to On Order.

How to Approve a Supplier Invoice#

1. From editing a Supplier Invoice:
2. Click Approve (button).
3. To update the Checklist, select one of these options:
   • Update Checklist (Auto & Override) to recalculate the Auto items.
   • Reset Checklist to start the checklist again and include any changes made to the checklist in the settings.

   See Approving Transactions Tutorial.

How to View Linked Documents#

1. From editing a Supplier Invoice:
2. Option 1: Click Links (button).
   • Note: Any linked documents appear on a dropdown list. Double-click one to view a linked transaction.
3. Option 2: Click Menu (button) > View linked Transactions.

How to View a Linked Purchase Order#

1. From editing a Supplier Invoice.
2. Click Menu (button) > View linked Purchase Order.

How to View a Supplier Invoice Transaction in the Ledger#

1. From editing a Supplier Invoice.
2. Click Menu (button) > Open Transaction in Ledger.

How to View Audits from a Supplier Invoice#

1. From editing a Supplier Invoice click Menu (button) > View Audits.

How to View a Supplier Summary from a Supplier Invoice#

1. From editing a Supplier Invoice:
2. Click Menu (button) > View Supplier Summary.
3. Navigate to the Tab you want to View:
   1. Detail,
   2. Account, or
   3. Transactions.

How to View Service Manager Messages#

1. From editing a Supplier Invoice: 
2. Click Menu (button) > View SM Responses.

How to View or Edit Checklist Items from a Supplier Invoice#

1. From editing a Supplier Invoice: 
2. Click Menu (button) > View/Edit Checklist.

How to Add an Attachment to a Supplier Invoice#

1. From editing a Supplier Invoice:
2. Click Actions > Add Attachment.
3. Complete the popup form to upload a file or insert a URL.

How to Print Supplier Invoices#

1. From editing a Supplier Invoice:
2. Click Output (button) > Print > Select a template (if applicable) to print the report to the default printer. Or click Print (Show Dialogue) > Select a template (if applicable) to select a printer, for example, a .pdf printer.

How to Preview Supplier Invoices#

1. From editing a Supplier Invoice:
2. Click Output (button) > Preview and select a template (if applicable) to display a Supplier Invoice.
   • Note: You can click the printer icon to print the invoice to a printer of your choice, including PDF.

How to Email Supplier Invoices#

1. From editing a Supplier Invoice:
2. Click Output (button) > Email and select a template (if applicable) to email a Supplier Invoice in PDF format.