Click on Purchases > Purchase Invoices
and complete the following:
Search by Supplier – select the supplier to which the invoice relates or
Stock Item – the item being invoiced or
Supplier Stock Ref. – supplier’s stock code or
Purchase Order Number – if shown on the invoice or
GRN Number – if known
then click on Search to find the order or GRN relating to this invoice.
You will need to complete the following:
Supplier’s Invoice Number – enter the invoice number
Invoice Date – enter the invoice date
Quantity – enter the quantity invoiced against the appropriate order line
Net Value – enter the line item value (excluding VAT) and you will see that the application will calculate the unit price to compare with the original purchase order value
VAT Value – enter the line item VAT value hint: if the invoice/ receipt shows only total VAT rather than by line item, then input time can be saved by entering the ‘vat value’ on one line item only
Click on Submit and the invoice will now appear on the Purchase Invoice listing screen, and the purchase order line item will be marked as invoiced.
We recommend that you write the number which the application has allocated to the invoice, on the face of the invoice, and file sequentially in this number order for ease of retrieval, particularly during VAT or tax inspections.
Where no appropriate purchase order or GRN details are found by the application you can click Receive without Order and process the invoice as you would for any invoice with no Order/ GRN but please be aware that where a Stock Item type is being invoiced, you will still need to process the supplier delivery note in order to update stock.
A more comprehensive guide can be found in the Video Tutorials section.