Supplier Invoice

Go to Operation --> Job--> invoice --> Supplier Invoice --> New Invoice --> fill the following details to create an invoice.

• Supplier Name
• Services - List of Services preferred must be selected
• Invoice Type

Normal

Preliminary Invoice - preliminary Invoices are the pre invoices which are created dummy for reference purpose.

Credit Note : Offer Provided by Supplier / Amount Refunded by Supplier. While selecting a credit note , make sure to enable No Bill To Customer to give in to your attention .This Creates a Cost Sheet with 0 Revenue automatically which cannot be converted into Final Invoice.

If No Bill To Customer is not enabled, you need to follow the standard way of creating a cost sheet and Final Invoice.

Delay Billing : Additional Bill received after the contract expired with the customer. No invoices can be submitted to the customer in this case.

• Invoice Number
• Invoice Date and Invoice Received Date
• Currency Exchange Rate
• Posting Date
• Attachments if have any
• Gross Amount

The mandatory details must be filled to create the supplier Invoice.

Flow Chart

Actions Performed

Right Click on the column to get the following

• Approve - Approved Invoices are further converted into Cost Sheet.

Approved Invoices cannot be edited. Inorder to do so disapprove and make changes.

Note : Approval can also be made in bulk through the option provided in the right corner of the page.

• Disapprove - It appears once the invoice is approved and not prior to that.
• Replicate
• Issue debit note
• General Ledger
• Record Payment
• Payment History
• Print - appears once the invoice is approved.
• Upload
• Lock
• View
• Delete
• Correction - (If there is no Voucher or Payment made against a particular Supplier Invoice, then you can access Correction action for updating Supplier, Services, Invoice No, Invoice Date, Invoice Received Date and Posting Date without disapproving that particular invoice)

Note:only applicable in approved vouchers

Advanced Features

Apply Quotation

Rather than filling the fields in the supplier invoice, the data can automatically get fetched through “Apply Quotation” . This reduces redundancy and saves time.

If you want to edit the Amount of the Service which is fetched from the quotation, you can do so without any hindrance. {This does not change the original quotation data, only the invoice amount will be revised.}

The Video inserted below explains you the working of " Apply Quotation " to have a better understanding

https://youtu.be/HD7iaJcdfrI

The Video inserted below explains you the working of "Supplier Invoice" to have a better understanding

https://youtu.be/W31kTB-eieI

Supplier Invoice List

Filters that are available to sort the Supplier invoices are,

• Date Filter
• Supplier
• Customer
• Jobs
• Status
• Created By

Green Row No indicates that the supplier invoice is approved.

**Red Row **No indicates that the supplier invoice is not approved.

**Black Row **No indicates that the supplier invoice is converted into a Cost Sheet

Symbol / Logo under the row no indicates the following,

• Red box symbol indicates that the invoice is unpaid.
• Invoice with a credit note can also be identified easily .
• Invoices with documents are indicated with an upload button . By Clicking on the upload
• button , you can view the list of files uploaded.
• Deleted Invoices can also be viewed by enabling the option "Include Deleted Invoice" .
• Bulk Approval can be made through the option available at the right corner of the page.

The Filtered data can be printed out using the Print button given next to Search Button. This prints the whole page of data.

Actions Performed

• Approve (if not approved yet)
• Disapprove
• Print
• Replicate
• Upload
• View
• Edit (works on unapproved invoices )
• Delete (works on unapproved invoices )

Updated on: 05/06/2024