Supplier Invoice Processing
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IMPORTANT: Month end is on the last day of a month end - do not process invoices for a previous month. If the invoice is from a Courier follow Courier Invoice Processing. It the invoice is for a Fuel Card follow Fuel Card Invoice Processing. If the invoice is in a foreign currency (not £) follow Foreign Currency Supplier Invoices Processing. If the invoice is from Print Data Solutions follow Supplier Invoice Processing before delivery. If the invoice has transactions against more than one purchase order number follow Processing a Supplier invoice with multiple POs. |
- Click Purchases.
- Select Purchase Orders.
- Click the Purchase Order tab.
- Enter the Order No. or any other details if not listed on the invoice.
- Check that the line items on the invoice are received in and that costs match the invoice.
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IMPORTANT: If the goods have not been received in, save the invoice in the invoices to process folder (W, Purchase Orders Documentation/Invoices to Process/Currency Invoices to Process in the UK -Other Offices to keep in a local folder). When the delivery has taken place continue the process. If the quantity does not match or there are any other discrepancies, check with the Stores or Purchasing Supervisor. |
- Check that a delivery note has been scanned under Files for goods received.
| IMPORTANT: If the delivery note is missing and the goods have been received in, check with Stores for the delivery note, scan the document and follow the process Scanning and Uploading Delivery Notes. |
- Click the blue Process Invoice button.
New Purchase Ledger Entry Modal
- Enter the invoice number in the Doc number box - this is a required field.
- Click in the Date box and click on the date of the invoice.
| IMPORTANT: If the invoice date is the previous month after a month end the date must be entered as the 1st of the current month and the invoice number must have the 3 abbreviated initials of the actual invoice month typed after it. The due date must be changed to match the actual invoice due date. |
- Check the due date. This is automatically applied from the Supplier Account details, this can be amended if necessary.
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IMPORTANT: If the credit terms need to be edited for future invoice processing, follow the process Editing Supplier Account Details. When processing an invoice paid for with a Corporate Credit Card - the payment terms should be set to 60 days - this avoids the invoices appearing on the overdue invoice payment list waiting to be cleared down on receipt of a credit card. |
- Leave the Supplier to the default.
- Click Submit.
- Check the details match the Suppliers invoice.
- Add a delivery line if required , click on the blue add invoice line button and enter the desired/required fields.
New Purchase Ledger Line Modal
- Add a Stock Item.
- Add a Quantity.
- Enter the Unit amount (cost without VAT).
- Click Submit.
- Check the details match the Supplier invoice.
- To edit Details click the right-hand pencil.
Edit Invoice -x Modal
- Click in the boxes and make the changes as desired/required.
- Click Submit.
- Check that the totals and VAT amounts match the invoice.
- If the VAT does not match, check and edit VAT by clicking the Edit button to the right of each stock line.
Edit Purchase Ledger Line Modal
- Click on the Tax rate drop down to select the correct VAT rate.
- Click Submit.
- If everything is correct, click the green Post button. If there are other purchase order numbers on the invoice follow the process Multiple PO invoice processing before continuing.
- The invoice will be posted to Quickbooks.
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IMPORTANT: If the invoice is incorrect, click the white Delete Invoice button and start again. To revise the actual purchase order, follow the process Revising a Purchase Order. To put a Suppliers invoice on query, follow the process How to put a Suppliers invoice on query. Posting an invoice to Quickbooks can not be undone - ensure everything is correct before clicking the Post button. |
- Scan and upload the PDF invoice to the Files section or drag and drop from the Invoices to Process Folder - follow the process Uploading/Viewing files.
- If the PDF invoice was in the Invoices to Process Folder or on the desktop, this can now be deleted. Cambertronics invoice emails are to be emailed back to the Purchasing Administrator to advise the Supplier.
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IMPORTANT: If you come out of an invoice without deleting or posting it will sit in draft under the Suppliers account and will appear in yellow under Purchase Orders. Go back in and delete or post as required. IMPORTANT: For an explanation on the highlighted colours of PI invoice numbers follow the process Purchase Order Tab View. |