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.

Navigation: Main Menu > Suppliers > Supplier Invoices

How to Display a List of Supplier Invoices

1. Navigate to Supplier Invoices.

2. Select a date next to Set, or type dates the provided fields.

3. Select Supplier = All.

4. Select Category = All.

5. 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 type dates in the provided fields.

3. Next to Supplier select a specific Supplier, or

4. Next to Status select a specific Status.

5. Click View (button).

How to Search for a Supplier Invoice

1. Navigate to Supplier Invoices.

2. Type the Supplier Invoice Number in the blocks before the Search block, or

3. Type 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. Type the Invoice No. as it appears on the Supplier's Invoice.

   2. Select the Supplier from the dropdown list.

   3. Select a Contact Person from the dropdown list.  

   4. Type a Reference and Note.

   5. Select a Category from the dropdown list next to Category.

   6. Select the Terms from the dropdown list next to Terms.

   7. Enter a Reference Number next to Ref. No.

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 pop-up block by typing 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. Type 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 from the context menu.

6. Enter an Adjustment %, if required.

   2. 2. • Note: an adjustment can be positive (markup, e.g. 5) or negative (discount, e.g. -10).

7. Continue to add items as needed.

   2. 2. • 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 Material Items from a Supplier Invoice

1. Create or Edit a Supplier Invoice (Status = Pending).

2. Right click to view the context menu 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 item 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 item.

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 have been saved).

How to Copy a Supplier Invoice

Copying a Supplier Invoice is ideal for recurring or frequent transactions from the same Supplier.

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

Before deleing the supplier invoice, click Links (button) to see the linked Purchase Order number. Click the link to navigate directly to the purchase order.

1. Navigate to Purchase Orders (Main Menu > Supplier > 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 had linked to on the deleted Supplier Invoice (its status will show Invoiced).

6. Change the Status back to On Order.

How to Approve a Supplier Invoice

If checklists have been created, the supplier invoice must first be approved before it can be finalised.

1. From editing a Supplier Invoice:

2. Click Approve (button).

3. To update/reset the Checklist once updates are made in the settings, select

   1. Update Checklist (Auto & Override), or

   2. Reset Checklist.

How to View Linked Documents

1. From editing a Supplier Invoice:

2. Option 1: Click Links (button).

   • Note: Any linked documents will 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

The audit features display all the tracking information (e.g. the user who created or changed the document).

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. Supplier Detail,

   2. Account Information, 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.