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Transactions | Suppliers | 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 ordersYou can also enter details of a payment 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 an invoice has been accepted, it cannot be modified; it can only be reversed by entering a supplier credit adjustment note

If 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.

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. You can use 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 total from the supplier's invoice in the Comparative Total field, the software will compare this figure with the total of the lines entered and when the invoice is accepted it will display a warning if the two figures differ. The same applies to the on-cost. This is an easy method of checking that the full total on-cost amount has been allocated over the lines of the document.

Note that the warning can be ignored and the document can be Accepted. You can remove these fields from the screen so that the message is no longer displayed. See Modifying the 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

You can use Attaché Document Management (formerly Attaché Alex) to automatically email invoices to your suppliers when you create them. You can also set up an online Using BizDocs Outbox to track and manage your sent documents, and your suppliers can set up a Using BizDocs Inbox to receive and store documents that you send them.

See Attaché Document Management (Alex) and Sending documents.

Invoice-entry screens

Order-entry screens are designed in Supplier Purchase Order Screen Design (Setups | Customers | Screen Designer | Order).   

See also Creating and managing screensCreating multiple screen layoutsSetting up user-specific transaction entry screens

Invoice form layouts

Invoice form layouts are designed in Supplier Invoice Form Design (Setups | Suppliers | Forms Designer | Invoice).

See also Creating a new customer or supplier form


Related topics



REF: ID 619 | MOD 37 GSUPINV | WHLP | 311017

Tip: Choose the Payment (F7) function key or the Payment line type by pressing the Section (F4) key, which lets you enter payment or refund details on invoices. You can record the full or part payment and only one line can be entered on each document which is normally 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.


Tip: You can only delete a line while you are entering the invoice.

If you delete a line that has been read in from a purchase order or goods received note, a question will display 'Will these goods ever be invoiced?'. 

  •  Yes (F1) will leave the line outstanding on the previous document and flagged as deleted on the invoice. 
  •  No (F3) will 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 use the Cancel Quantity field. Once the invoice has been accepted, you must create supplier credit adjustment note to reverse the invoice.