8.5.3. Invoices Batch

SocrateCloud offers the possibility to enter invoices for multiple vendors from a single window. Invoice Batches are used for vendor invoices which do not require matching orders or receipts, specifically utilities, rent or leasing (on multiple invoice lines you can select only charges). Details in Expenses

Multiple Invoices are managed in the Invoice Batch window, located in the Procurement -> Vendor Invoices menu. The following fields are available:

• Purchase Order No - starting document number for the generated invoices;

• Document Date - date used on the generated invoices;

• Sales Transaction - check if the multiple invoice will be used to generate customer invoices;

• Representative - person responsible for the invoicing process;

• Currency - select the currency used on the invoices;

Status section:

• Control Amount - enter a control amount. You may generate invoices only if the total value for invoice lines is equal to the control value;

• Document Amt - total value for invoice lines;

• Processed - indicates if the multiple invoice has been used to generate vendor invoices;

• Create Invoices - generate invoices for each vendor based on the invoice batch lines entered:

  • select a document action for the invoices that will be generated:

    • • Complete - generated invoices will be processed automatically;

      • Prepare - generate invoices can be edited and then processed manually;

• • • the Log section will display for the invoices generated, the invoice number and date.

Open the Batch Line tab to enter multiple invoice lines:

• Line No - number for the document line through which the display and print order is controlled;

• Document Type - select a sub-type of the base document type "Vendor invoice" which will be used for the generated vendor invoices. Details in Document Types;

• Purchase order No - the document number, initially with the same value as Invoice Batch. If a new vendor is entered and the value is not changed, the system will automatically increment the number to prevent duplicates;

• Date Invoiced, Account Date - document date values for the generated invoice lines;

• Vendor, Location, Contact - select the vendor;

• Charge - when the invoiced products are not defined in SocrateCloud, they can be replaced by a charge. For example, an invoice for office items representing 5 pens and 3 workbooks is issued: A charge defined for office items will be used, while the actual products will be entered in the line description. Details in Expenses.

• Quantity - charge quantity;

• Price - the price for a single charge unit;

• Tax - VAT tax rate used;

• Tax Amount - displays the value for the selected tax rate;

• Line Amount - displays the total value for the the invoice line excluding taxes (Quantity x Price);

• Total Line - displays the total value for the invoice line including taxes;

The Reference section contains accounting dimensions used for analysis, determined by the accounting schema. Details in Accounting;

The Status section displays the invoice and invoice line generated based on the batch line.