Add New Invoice
Note: You can only add an invoice from the Purchase Orders screen if all the items on the invoice are on the same PO. You may enter multiple invoice against one PO but not one invoice against multiple POs, that must be done at Invoices. Invoices entered at purchase orders can be viewed at either invoice screen.
Access Purchase Orders, search for the PO, select Edit.
Select Invoices tab.
Select Add New Invoice.
Enter information based on printed invoice from supplier.
See below for details on fields.
When finished filling out the invoice information, continue to “Add Product(s)”
Field | Definition | Field | Definition |
|---|---|---|---|
Status | Select the appropriate status. Open - Invoice is being worked but is not yet completed. Posted - For future use. Cancelled - For future use. Paid - Invoice is complete. Select this status after all products have been added and you are finished with it. | Days # | Number of days to pay invoice and receive terms % discount from supplier. |
Invoice Number* | The number on the supplier invoice. | Supplier* | Supplier on PO. |
Invoice Date* | The date on the supplier invoice. | Return Expiration Date | Date by which returns may be done against this invoice. |
Due Date* | Payment due date. | Adjustments | A field for entering freight or other adjustments to the invoice. |
Terms % | Terms percentage discount if paid within the number of days. | Invoice Total | Displays the total of extended cost + adjustments. As changes are made or items added, the total will update. |
Fields marked with an * are required.
Add Product to Invoice
Select + Add Products.
List of items from the selected PO display.
Check boxes for products to add to invoice or check top box to select all.
Select OK and the products are added to the invoice.
Select Save.
Adding Invoices for Multiple Purchase Orders
You may have several invoices for different POs that you need to enter at the same time. For example, you may have received invoices for several POs from the same supplier. This allows you to streamline the process.
Access Purchase Orders.
Search for purchase orders by one of the search methods, and/or use the date fields.
Select the checkbox to the left of each PO you want to work. You will see the number of POs selected appear next to the Print, Work, and Delete POs buttons.
Select the Work POs button. The Edit Purchase Order screen will open for the first PO. Select the Invoices tab. When finished adding invoices for that PO, click the Next button in the upper right to move to the next PO. Select the Previous button in the upper left if you want to move back to that PO. Changes are automatically saved as you move through the POs.
Editing and Completing Invoice
Make changes to pricing and/or quantities as needed. The Extended Cost field is editable, to assist in handling rounding differences.
To remove products check the box for the line and use the Delete button, or select the trash can icon at the right of the line.
If you need to add another invoice, select Add New Invoice button in lower left corner.
Verify that the calculated Invoice Total matches the total on the paper invoice. Review and make adjustments if needed.
Check Paid box when complete.
Save
FIRST PUBLISHED 05/18/2021
EDITED 06/22/2023
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