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Suppliers | Transactions | Invoices | Create

Supplier Invoice Entry allows you to create a supplier invoice by entering the details manually or by reading in one or more goods received notes or purchase orders. Details of a payment can be entered provided it does not involve either settlement discounts or withholding payments. To enter payments that involve either settlement discounts or withholding payments, or to enter multiple payments for an invoice, use Supplier Pay Selections or Manual Payments

For audit reasons, once you have accepted an invoice, it cannot be modified. It can only be reversed by entering a supplier credit adjustment noteIf a goods received note has already been entered and there are changes in the quantity or price, a product adjustment transaction will be generated to cater for these changes.

You can only delete lines while you are entering an invoice. If a line is deleted that has been read in from a purchase order or goods received note, the message Will these goods ever be invoiced?' is displayed. Choose: 

  • Yes (F1) to leave the line outstanding on the previous document and flagged as deleted on the invoice. 
  • No (F3) to complete the line on the previous document and the value will be set to zero on the invoice. (To achieve the same result, you can select the Cancel Quantity field but once the invoice has been accepted, you must create a supplier credit adjustment note to reverse the invoice.)

Tip: Choose Payment (F7) or the Payment line type via Section (F4) to enter payment or refund details on invoices. The full or part payment can be entered and only one line can be entered on each document, typically the last line. The Amount Paid and Amount Remaining in the trailer are updated and can be printed on the document. The payment is automatically allocated to the invoice or credit note.

Creating supplier invoices

Supplier invoices consist of several sections, including header and body, which contain various line types. Details for the header, body and trailer can be entered quickly on the one screen. Choose Import (F11) to insert lines from various document types, such as invoices, standing order, purchase order, goods received note, credit note and goods returned note. See Entering supplier invoice details manuallyCreating supplier invoices by reading in goods received notes. See also Reading-in active transactions.

Comparative totals

There are two comparative total fields available, Comparative Total and Comparative On Cost Total. If you enter the the total from the supplier's invoice in the Comparative Total field, the software compares this figure with the total of the lines you entered. When the invoice is accepted, it displays a warning if the two figures differ. The same applies to the on-cost. This is an easy method to check that the full total on-cost amount has been allocated over the lines of the document.

Note: You can choose to ignore the warning and accept the document. (You can remove these fields so the warning notification is no longer displayed. See Modifying field properties.)

Printing supplier invoices

Invoices can be printed automatically as they are entered or after the event.

  • To print invoices as they are entered, on the Options tab in Setups | Suppliers | Options | Purchasing Options, set Supplier Invoice to Yes under Print at Time of Entry. 
  • To print a batch of supplier invoices, choose Reports | Suppliers | Documents | Invoices.

Sending documents

Attaché Document Management (formerly Attaché Alex) can automatically email invoices to suppliers as they are created. An online BizDocs Outbox can be set up to track and manage sent documents. Suppliers can set up a BizDocs Inbox to receive and store documents sent to them. See Attaché Document Management (Alex) and Sending documents.

Invoice-entry screens

Order-entry screens are designed via Setups | Customers | Screen Designer | OrderSee also Creating and managing screensCreating multiple screen layouts and Setting up user-specific transaction entry screens.

Invoice form layouts

Invoice form layouts are designed via Setups | Suppliers | Forms Designer | Invoice. See also Creating a new customer or supplier form.

REF: ID 619 | MOD 37 GSUPINV | WHLP | 231219