Creating a vendor invoice
Introduction
Here, we'll walk you through how to create a vendor invoice.
Open the vendor invoice module
You can open the vendor invoice module in two ways. By clicking the vendor invoice button in the right hand navigation bar or through the more menu.
Creating a vendor invoice manually
This is the list view of the vendor invoice module. Click the create new button at the top left hand side of the screen.
A new screen will appear where you can select how you would like to create the vendor invoice. In this case, make sure to select the manual tab.
This screen will automatically be displayed after selecting manual.
Select a company fr
om the drop down bar, or by clicking on the 3 dots to the right of the search field. The selected company will be added to the invoice. The company's relevant information will also appear.
Add the products
In the product lines section of the screen, click on the add new button.
This screen will automatically appear, where you can add products. The chosen product selection will be added to the vendor invoice by checking the box(es) at the left of the screen. If necessary, use the search field to find the products that you want to add to the invoice.
The selected items will appear in the product lines once you click the accept button.
Manually enter product quantities on each product line.
Verify vendor invoice information.
Verify addresses, product lines, date and currency of the invoice. Also verify the total and add discounts, other charges and taxes if applicable.
Save by clicking on the save button at the bottom right of the screen.
The vendor invoice will be generated in temp status. You can issue the transaction when you are ready to do so.
Avoid duplicate entries
In your vendor invoice setup, you may want to use an attribute called vendor invoice number. Here you can enter the invoice number provided by your vendor. If the vendor invoice number attribute entered matches one already used on an existing transaction (for the same vendor), a warning notification is triggered to alert you to the possible duplication.
Creating a vendor invoice from a receipt
Select how you would like to create the vendor invoice. In this case, make sure the receipt tab is selected. It is selected when receipt is highlighted in green.
Select the receipt(s) you want to use to create the vendor invoice by checking the corresponding box on the left.
To deselect a receipt, uncheck its box.
Confirm or cancel a vendor invoice from a receipt
A vendor invoice can be canceled at any point before it is saved by clicking the close button in the bottom left-hand corner.
To create and save a vendor invoice from the receipt(s) you selected, click the accept button in the bottom right-hand corner.
Once you click the accept button, the vendor invoice will be created.
Note that it will automatically be assigned a vendor invoice number and be assigned a temp status.
You can issue the transaction if you wish to do so.
Creating a vendor invoice from a purchase order
Select how you would like to create the vendor invoice. In this case, make sure the purchase order tab is selected. It is selected when purchase orders is highlighted in orange.
Select the purchase order(s) you want to use to create the vendor invoice by checking the corresponding box on the left.
To deselect a purchase order, uncheck its box.
Confirm or cancel a vendor invoice from a purchase order
A vendor invoice can be canceled at any point before it is saved by clicking the close button in the bottom left-hand corner.
To create and save a vendor invoice from the purchase order(s) you selected, click the accept button in the bottom right-hand corner.
Once you click the accept button, the vendor invoice will be created.
Note that it will automatically be assigned a vendor invoice number and be assigned a temp status.
You can can issue the transaction when you are ready to do so.
I've created my vendor invoice, what else can I do?
Once a vendor invoice has been created you can proceed in a number of ways using the action button in the bottom right hand corner:
What's Next?
For more information on transaction and transaction screens, why not take a look at some of these handy articles:
