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You can capture a can capture a Supplier Invoice from:

  • a PO
    Creating a Supplier Invoice from a PO links these two documents together.  This   This allows for accurate reporting .  It also allows you to keep track and tracking of what you have billed your clients, ordered from suppliers, compared to the actual costs that your agency has incurred. 

  • the Add New button
    Creating a Supplier Invoice from a job using the the Add New button will create an Invoice that is not related to any other document.  This  This is not ideal if you need to keep track of accurate reporting and tracking of what you have billed your clientsordered from suppliers, compared to the actual costs that have incurred.  This will result in inaccurate reporting.   


Find out how to:


Step-by-step guide

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  1. Open the Job Bag from which the Supplier Invoice will be created. 

    Expand
    titleCapturing a Supplier Invoice from a PO

    Anchor
    from po
    from po

    Here's a visual demonstration for creating a Supplier Invoice from a PO

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    Open


    1. With the PO from which

    the supplier invoice will be created. Click the
    1. you want to capture a Supplier Invoice open, click the Shortcut Menu on the Toolbar

    .
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    Select Supplier Invoice from the list that appears.
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    The Create Supplier Invoice dialog appears. 
    Click
    1. and select Supplier Invoice.

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    2. On the Create Supplier Invoice dialog, click on the drop down arrow on the first field, and select from a list of

    billing
    1. capture options.

     
    1. Info

      By default, new Supplier Invoices are created with billing option Capture the Full / Outstanding Value of the Purchase Order.  

      Info

      The Agency Fee % field populates by default, but only applies to a Supplier Invoice relating to contractors, where the personal income tax portion (PAYE) needs to be split from the main cost.

    2. Enter the Supplier's invoice number in

    the
    1. the InvNo field.

      
    Info
    1. This field is mandatory. 

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    1. Click the Calendar button on the Date field and select the
    required date, or accept the automatically inserted current date. 
    1. date which appears on the invoice from your supplier.

    2. Confirm the items to be captured on the Supplier Invoice, and uncheck items not to be captured. 

    3. Confirm or edit the amount to be captured.

     

    1. Info
      The remaining columns provide information helpful to check the accuracy of the input, such as how much has been invoiced to date.
     
    Uncheck the 
    1. If the Create as Draft checkbox
    to allow the Supplier Invoice to be actioned immediately after creation.  You will tick the checkbox if you want to edit the invoice after creation.  
    Click the
    1. is selected, the Supplier Invoice will be created with a Draft status and you will be able to edit it. In the example below, the Invoice was added in a Captured status.

    2. Click the Create button.

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      Info
    After creating the
    1. The Supplier Invoice

    , the Supplier Invoice
    1. screen is opened in a Captured status to restrict editing. To edit the invoice, change the status to Draft. Please note that this depends on the

    Integrated Accounting
    1. integrated accounting package, and you may not change the status from Captured if the document has already been exported.

    Click the Save button on the Toolbar.
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    1. The Supplier Invoice will be created. If the Create as Draft checkbox was selected, you will be able to edit the Supplier Invoice.

    Click the
    Expand
    titleCapturing a Supplier Invoice from the Add New button

    Anchor
    from Add New
    from Add New

    Here's a visual demonstration for creating a Supplier Invoice from the Add New button

    Image Modified

  1. Open the Job Bag from which the Supplier Invoice will be created. 
  2. Under the
    1. Click the Add New button on the Ribbon.
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    The Add New dialog appears.  

    1. Under the Document Types section, select
    the Click the Create button.
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    The Required Information dialog appears. 
    Enter the required date in the Billed Date field.
    Info
    The current date appears
    1. the Supplier Invoice button.
    Info

    You can also double-click the Supplier Invoice button to open the Supplier Credit Note form.

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    Calendar button on the field to select the desired date.
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    2. On the Required Information dialog, enter the date that appears on the Invoice received from the Supplier in the Billed Date field.

      You can accept the automatically inserted current date, or click the 


    1. Enter the invoice number in

    the
    1. the Supplier Document No field

    .  
    In this example, DD12345 was entered.
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    Click
    1. and click the Submit button. 

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    The Supplier Invoice screen appears.
    Info

    Notice that the Supplier Invoice does not show any details of the supplier or work to be carried out. To inspect the Job from which the Supplier Invoice was created, click the Job button in the Go To field. Image Removed

    Click the drop down arrow on the Supplier field, and select the Supplier that the invoice is to be created for.
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    Click on the drop down arrow in the Attention field and select the Supplier Contact. 
    In this example, Lungelo Xoaba was selected.
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    Enter the Supplier's quote number, if one was provided, in the Quote No field. 
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    Enter details about this invoice in the Details field. 
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    Click the Add Line button to

    1. Image Added


      To complete this process follow on from step 2 below.

  3. Select the name of the Supplier and the Supplier contact person.

  4. Enter the Supplier's Quote No, if one was provided and any Details about the invoice. 

  5. Optionally add Work types that the agency is being billed for and their relevant costs by clicking the Add Line button. 

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    An empty line is added. 
    Click the drop down arrow on the WorkType field and select from a list of Work types.  
    In this example, Print 20.25% was selected.
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    Enter the number required in the Units field.
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    Enter the amount charged by the supplier in the Amount field.
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  6. Enter all the remaining Work types for the Supplier Invoice.

  7. Click on the drop down arrow on the Status field.
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    Select Captured.
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    Info

    Notice that once the status is changed to Captured, you are unable to edit some of these fields.

    Click the
    Info
    This option is only relevant if the PO was added from the Add New button and not on a PO. 


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  8. Once satisfied with all details, change the Status of the document to Captured.

  9. Click the Save button on the Toolbar to save all your changes.
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