Purchase Invoices

Overview

Once you receive invoices from a vendor, you need to process them. Purchase invoices can be created based on purchase orders or from scratch.

Creating Purchase Invoices

From Scratch

1. Go to Purchasing > Purchase documents (all).
2. Click Create > Purchase invoice > Purchase invoice form Vendor.
3. Enter the required data, such as Vendor, Counterparty, Terms of purchase, Contract, Company, and Warehouse.
4. If required, specify Payment terms.
5. On the Goods tab, add goods manually or click Fill > Select goods.
6. Enter the Quantity, Price, and VAT rate.
7. On the More tab, fill in other necessary details.
8. If you want to register vendor prices from the invoice in the system, select the Register vendor prices automatically checkbox.
9. Post the document.

Based on Purchase Orders

1. Go to Purchasing > Processing invoices received.
2. On the To register purchase tab, select one or several purchase orders and click Register. The system will automatically create a purchase invoice in Purchasing > Purchase documents (all).
3. Check the populated data.
4. On the More tab, enter the Incoming document number and the invoice date according to the vendor's details.
5. Post the document.

Alternatively, you can generate an invoice right from the Purchase order document.

To assign a purchase order manually to the already created invoice:

1. Go to Purchasing > Purchase documents (all).
2. Open the required document.
3. Select the Base document checkbox and select the reference document.
4. Post the document.

Don’t forget to check your invoice for quantity and price deviations. If any deviation found, initiate a purchase invoice dispute.

Checking for Price Deviation

1. Go to Purchasing > Purchase documents (all).
2. Open the required document.
3. On the Main tab, check if the Prices differ from the order message is displayed.
4. On the Goods tab, check discrepancies between the Price in order and document Price.
5. Escalate the issue to the vendor or purchase manager in charge.

Checking Purchase Invoice Against Goods Received

1. Go to Purchasing > Process invoices received.
2. On the Goods receipts control tab, select the Received vs invoiced mismatch filter option from the Goods receipts drop-down list to detect possible mismatches. The system will display a list of reference documents.
3. Go to Warehouse and delivery > Warehouse reports and click Goods receipt under Inventory analysis.
4. Click Settings.
5. On the Structure tab, set the Advanced mode.
6. Click Add and select the Recorder field.
7. Click Generate.

The report is designed to analyze the status of goods receipt in the warehouse. Find the counterparty in the report and verify that the invoices are consistent with the goods receipts. Drill down to documents and determine the need for corrections. Trigger follow-up action for a responsible manager to clarify differences with the vendor.

Initiating Invoice Disputes with Vendors

1. Go to Purchasing > Purchase documents (all).
2. Open the required invoice.
3. On the Main tab, in the Comment field, write down comments regarding any complaints, including discrepancies.
4. Post the invoice.
5. Inform the vendor about discrepancies in the invoice.
6. Go to Quick menu > Business Interactions.
7. Create a new Interaction to record the communication with the vendor.