Entering purchase invoices is not a strictly necessary part of the total process, but is often done for the purpose of checking the correctness of the supplier invoice and to update inventory landed costs to include additional costs charged by the supplier such as delivery costs.
By entering the supplier invoice you can be sure that the supplier is not billing you for goods that have never been received or charging you prices that are not according to the orginal purchase order.
Note that the process for handling purchase invoices depends on the configuration of your accountancy software package. There are two basic options:
- Purchase invoices are sent to the accounts package. They are entered manually in Manu Online for the purpose of checking the invoices. In some set ups, the invoices can be imported into Manu Online for checking but the "master" data for purchase invoices stays in the accounts package. Only invoices related to purchase orders need to be processed this way.
- Purchase invoices are entered directly into Manu Online and then exported to the accounts package. Both purchase ordered invoices and also miscellaneous invoices can be processed this way.
Creating a new purchase invoice
On the Invoicing menu, press the Create New Purchase Invoice button. Alternatively on the Purchase invoice grid press the New button.
Select the supplier by pressing the [...] button next to Invoice co. This will display the list of suppliers, first with the ones that have open receipts.
Enter the invoice number and date. Optionally enter the total invoice value for the checksum. If a checksum is entered then the invoice will need to have correct total of line values for the invoice to be activated.
Add lines to the invoice by selecting from receipts that have a status of "Invoice queue".
Select the line(s) or click to mark all lines and press Add. The invoice lines will be added with the quantity from the receipt and the price and discount from the linked purchase order.
Register the invoice
Registering the invoice will allocate a tracking number to the invoice. (Consider marking this on the supplier's invoice.)
Activating the purchase invoice
Now is the time to check that the invoice and particularly its total value is the same that is shown on the paper or pdf invoice that the supplier has sent. If everything is ok then press Activate.
Activation will do the following:
- Check the data for logical correctness
- Change the status of the receipt to Complete
- Change the status of the purchase invoice to Active
If the purchase invoice is to be transferred to the linked accounts system then its status will be changed to "Transferred".