Supplier Invoices

Overview

Supplier invoice is a document which records the receipt of goods and records the liability to the vendor providing the goods or services.

Creating Supplier Invoices

To create a supplier invoice:
  1. Go to Purchase.
  2. Select Supplier invoices.
  3. Click Create.
  4. In the Company field, select a Vendor.
  5. Specify payment Terms, vendor billing Address, and Accounts Payable account. If these fields were previously specified when creating the Vendor, they will be automatically filled.
  6. Click Attached files to enter a URL of a scanned document or other reference (optional).
  7. Go to the Memo tab to enter a memo (optional).
  8. On the Inventories/Expenses tab, click Add to add expenses or items (optional, see Adding Expenses to Supplier Invoices).
  9. Click Save and close.

Viewing Supplier Invoices (list view)

To view a supplier invoice in the system:
  1. Navigate to Purchases.
  2. Select Supplier invoices.
From the list view you can:
  • Sort the list by clicking a column header.
  • Create a new supplier invoice.
  • Find a supplier invoice.
  • Print a supplier invoice.
  • Export to Excel by clicking More actions > Output list.

Adding Expenses to Supplier Invoices

Expenses on supplier invoices are line items that are not inventoried. The expense is recorded directly to the expense account.
To add expenses to a Supplier Invoice:
  1. On the Inventories / Expenses tab.
  2. Click Add.
  3. Select the Account.
  4. Add the Amount of the expense.
  5. Add a Memo (optional).
  6. Choose a Project from the drop-down list (optional).
  7. Choose a Class (optional).

Adding Items to Supplier invoice

Items on supplier invoice refer to goods or services provided for which payment has not yet been made.
To add an item to a supplier invoice:
  1. Click on the Inventories / Expenses tab.
  2. Click Add.
  3. Choose the Inventory. The Description, Unit of measure, Price and Location will be automatically filled if entered previously.
  4. Enter the Quantity.

Recurring Templates

If your supplier invoice must be created regularly, for example, utility, you can create a recurring template.
To create recurring invoices automatically:
  1. Navigate to Purchases.
  2. Select Supplier invoices.
  3. Open a previously created invoice.
  4. Click Recurring templates at the top.
  5. Click Create.
  6. Click the Generate action and select one of the following options:
  • Generate a draft copy of a document. Every selected time interval, the system will create a draft copy of the selected supplier invoice.
  • Generate a post a copy of a document. Every selected time interval, the system will create a copy of the selected supplier invoice and post it automatically.
7. To generate recurring invoices several days before the selected time period, specify the number in the Days in advance to create field. For example, if you create invoices every first day of the month and specify 1, the invoices will be created, for example, on the 31st of March instead of the 1st of April.
8. Select the interval. It determines how often the system will create invoices. The following intervals are available (to see all options, use arrow buttons on the screen):
  • Daily. The system will create orders every 1st, 2nd, 3d, 5th day, and so on.
  • Weekly. The system will create orders every 1st, 2nd, 3d, 5th week, etc. on the selected weekday (for example, Monday).
  • Monthly. The system will create orders every 1st to last day of every 1st, 2nd, 3d, etc. month OR every 1st, 2nd, 3d, 4th or last weekday of every 1st, 2nd, 3d, etc. month.
  • Yearly.The system will create orders every particular month (for example, January) and day (1st-28th or last).
9. Select the date to start creating invoices from in the Start on or later field.
10. Select one of the following options to stop creating invoices:
  • To stop after a particular date, enter the date in the Stop after field.
  • To stop after a particular number of invoices is created, specify the number in the Stop after N occurence(s) field.
  • To not to stop creating invoices, select Proceed continuously (do not stop).
11. Once you are ready, read the description of your invoice at the top to make sure everything is correct and click Save and close.
To make the system remind you to create recurring invoices:
  1. Navigate to Purchases.
  2. Select Supplier invoices.
  3. Open a previously created invoice.
  4. Click Recurring templates at the top.
  5. Click Create.
  6. Select the Remind action. The system will remind you to copy the supplier invoice every selected time interval.
  7. To remind you several days before the transaction date, specify the number in the Remind me N day(s) before the trasaction date field. For example, if the transaction date is every first day of the month and you specified 1, the system will remind you to create the invoice, for example, on the 31st of March instead of the 1st of April.
  8. Select the interval. It determines how often the system will create invoices. The following intervals are available (to see all options, use arrow buttons on the screen):
  • Daily. The system will create invoices every 1st, 2nd, 3d, 5th day, and so on.
  • Weekly. The system will create invoices every 1st, 2nd, 3d, 5th week, etc. on the selected weekday (for example, Monday).
  • Monthly. The system will create invoices every 1st to last day of every 1st, 2nd, 3d, etc. month OR every 1st, 2nd, 3d, 4th or last weekday of every 1st, 2nd, 3d, etc. month.
  • Yearly.The system will create invoices every particular month (for example, January) and day (1st-28th or last).
9. Select the date to start creating invoices from in the Start on or later field.
10. Select one of the following options to stop creating invoices:
  • To stop after a particular date, enter the date in the Stop after field.
  • To stop after a particular number of invoices is created, specify the number in the Stop after N occurence(s) field.
  • To not to stop creating invoices, select Proceed continuously (do not stop).
11. One you are ready, read the description of your invoice at the top to make sure everything is correct and click Save and close.
To make the system remind you to create recurring invoices:
  1. Navigate to Purchases.
  2. Select Supplier invoices.
  3. Open a previously created invoice.
  4. Click Recurring templates at the top.
  5. Click Create.
  6. Select the save a supplier invoice as a template in the recurring templates list.
  7. One you are ready, read the description of your invoice at the top to make sure everything is correct and click Save and close.