Invoices | Purchase Order System

For purchase order software with the Invoice Approval module included, you can upload and process invoices against your purchase orders.

Uploading an Invoice

To upload an invoice into the system, navigate to Upload Documents on the Tools menu.

This will open a new window in which you can select the documents you wish to upload. This can be done by clicking on Select files to upload (or drag & drop) or dragging and dropping the file into the box.

Once you have selected a file, the file name will be listed in the window along with a green dot to confirm that it has successfully uploaded.

Indexing an Invoice

If you have just uploaded an invoice document and are still on the Upload window, you can simply click 🖉 Index Documents to begin indexing the invoice.

Alternatively you can access the list of documents ready to be indexed by selecting Index Documents from the Tools menu.

This takes you to the Index Documents window which displays any documents that have been uploaded into the system awaiting indexing.

To index an invoice, select the file from this grid and this will open a new window.

This window displays the invoice document on the left and some fields on the right which will need to be completed.

You first need to designate the Record Type. To do this, select Invoice from the drop down menu.

This will present further fields which are specific to indexing an invoice.

The fields are as follows:

• Company: This allows you to designate the company to which the invoice is going to be indexed.

• Supplier: This allows you to select the supplier that sent the invoice.

• Invoice Number: This is the invoice number present on the invoice document.

• Invoice Date: This is the invoice date present on the invoice document.

Once you have filled these details in, you need to begin adding invoice lines. There are two ways to do this:

• Manually Adding Invoice Lines

• Adding Invoice Lines in Bulk

Once you have added the invoice lines, simply click 🖫 Save to send this invoice for approval.

Manually Adding an Invoice Line

To manually add an invoice line, select + Add Invoice Line. This will open further fields which will allow you to specify the invoice line's details.

The fields are as follows:

• PO Line: This is a drop down field that allows you to select a purchase order line to be invoiced. Within this field, there is information such as the PO number to which the item relates, the line description, quantity, received quantity, invoiced quantity and unit price.

• Description: This field will be automatically populated when you select a PO line.

• Quantity: This field will remain blank, allowing you to manually dictate the quantity that you would like to invoice.

• Unit Price: This field will be automatically populated when you select the PO line, however, it can still be edited if you require manual changes.

• Tax Band: This field will automatically select the correct tax band as per the purchase order, however again, it can be manually changed if required.

• Tax Total: This field will remain blank until you specify a quantity, as the system will then work out the tax total based on this figure.

Once you are happy with the details, click Insert Line to add the line to the invoice.

The item will then be displayed along with its details on the grid.

Bulk Invoicing Lines

To add invoice lines in bulk, select ✓ Bulk Invoice Items. This will open a new window.

This grid displays any items currently on order from the supplier. It also gives an overview of the status of each item, for example, how many have been receipted and invoiced.

You can select multiple items from the grid by ticking the boxes on the left of each row. This allows you to add multiple lines to the invoice at once.

Once you are happy with your selection, click 🖫 Save Selected to add them to the invoice. Doing this removes them from the bulk invoice window, allowing you to clearly see which items are left.

Adding Additional Costs

You may have instances where the supplier's invoice contains an item that was not present on the purchase order. A common example of this is delivery charges, as these can sometimes be excluded from the supplier's quotation.

The system allows you to add extra charges such as this at the invoice indexing stage. To do this, simply click + Add Additional Cost.

This opens a new window with various fields allowing you to detail the additional cost.

The fields on this window are as follows:

• Supplier Name: This field is pre-populated and read-only as it is linked to your original choice when you began indexing the invoice.

• Existing Purchase Order: This allows you to select the purchase order to which the additional cost is going to be linked.

• Budget: This allows you to specify which budget the additional cost is going to come from.

• Description: This is a free-text field allowing you to specify exactly what the additional cost is.

• Cost: This field allows you to fill in the additional cost value.

• Tax Band: This field allows you to select the relevant tax band for this cost.

Once you are happy with the details, click 🖫 Save to add this to the invoice.

Invoice Approval

Once an invoice has been saved on the system it will be sent for approval in line with your approval settings.

For more information on Invoice Approval Settings click here

Invoice Approval Task

When an invoice is submitted for approval, the approver (the PO Creator) will receive an Invoice Approval task.

To view your tasks, simply open the My Tasks Grid.

From this grid, you can open the relevant Invoice Approval task.

The task is laid out in two sections:

• On the left, you have the invoice details such as Net Total Value, Tax Total Value, Gross Total Value, Approval History and Approval Comments.

• On the right, you have the available actions. In an Invoice Approval task, the available actions are; Approve or Reject.

There are two options available on an Invoice Approval task:

• Approve: This approves the invoice and marks it as ready for export. When Approve is selected, an ☐ Additional Approval Required? checkbox appears below. For more information on this, click here.

• Reject: This allows you to reject the invoice and sends it back to the PO creator for review. When rejecting an invoice, you must add a comment to accompany it as this provides the PO creator with information to review.

Once you have chosen your action and added any comments (if required), simply click ✓ Complete Task.

Invoice Additional Approval

Within the Invoice Approval window, there is an option for ☐ Additional Approval Required?. This feature allows you to approve the invoice, but also send it for another level of ad-hoc approval. This is particularly useful for invoices that have special, one-off approval requirements which do not fit within the standard approval rules.

When the ☐ Additional Approval Required? is ticked, a new Assign To: field is presented. This drop down menu allows you to specify which user you would like the additional approval task to be assigned to.

Once approved by the first user, the invoice is sent to the designated additional approval user. This user receives an Invoice Additional Approval task.

When opening this task, you will a task window which is very similar to the standard Invoice Approval task. The only exception is that there is no option to assign the task for another level of ad-hoc approval. This is because additional invoice approval can only be used once.

Rejected Invoice Task

When an invoice is rejected, a Rejected Invoice task is sent to the user who indexed the invoice.

To view your tasks, simply open the My Tasks Grid.

From this grid, you can open the relevant Rejected Invoice task.

The task is laid out in two sections:

• On the left, you have the invoice details such as Net Total Value, Tax Total Value, Gross Total Value, Approval History and Approval Comments.

• On the right, you have the available actions. In a Rejected Invoice task, the available actions are; Send for Approval, Void and Void and ReIndex.

There are three options available on an Invoice Approval task:

• Send for Approval: This re-submits the invoice to the approver for approval.

• Void: This voids the invoice if you no longer wish to send it for approval.

• Void and ReIndex: This voids the invoice and takes you back to the indexing window to amend the details before re-submitting it.

There is also the facility to add a comment to the Invoice Approval workflow by filling out the Add Comment box and clicking 🖫 Save Comment button.

Once you are happy with your desired action, simply click ✓ Complete Task.

Invoice Exports

Approved invoices can be exported from the system in .csv format, ready to be imported into your separate accounts system.

The number of invoices available to export is shown at the top of the dashboard.

Clicking on this number, will take you to a grid containing the invoices. However, to carry out an export, you must navigate to Invoice Export under the Tools menu.

This takes you to a new window displaying an Invoice Export Administration grid which contains previous exports.

From this grid, users can carry out the following actions:

• Revoke Export: This revokes the selected export, effectively returning the associated invoices back to the "pool" to be re-exported.
• Regenerate Export File: This creates another copy of the export file for the associated invoice export. This function is helpful if you have lost the original export file.

At the top of the grid, there is a + New Invoice Export button, this will allow you to carry out a new export of any invoices currently sat within the "Invoices to Export" pool.

The New Export window allows you to specify the following parameters:

• Export Mode: Allows you to choose the type of export. Data Only or Data & Documents.
• Company: Allows you to specify the company that you are going to export the invoices from.

Once you have selected the export mode and company, click ✓ Start Export to begin the export.

A new line will then be added to the Invoice Export Administration grid, this line will have a status of Processing.

If you then reload the page, the line will be completed. You now have the ability to Download the relevant CSV file/Zip flder.

Once the export has been completed, the user who carried out the export will receive an Invoice Export Task.

Invoice Export Task

Once an Invoice Export has been carried out in the system, the user who initiated the export will receive an Invoice Export task.

To view your tasks, simply open the My Tasks Grid.

From this grid, you can open the relevant Invoice Export task.

This task allows you to view the export information and download a CSV copy of the export file.

• On the left, is the invoice export information such as: Company, Exported Date & Time, quantity of Invoices Exported, quantity of Invoice Lines Exported and the CSV File Name. There is also a button to download the CSV file.

• On the right is the standard task actions, in this case, there is only one action available which is to ✓ Complete Task.

To download the CSV file, simply click ⭳ Download CSV File.

Once you have downloaded the CSV file (if required), simply click ✓ Complete Task to remove this task from you list.

Deleting an Invoice

Users with the Invoice/Credit Note Delete user permission enabled, have the ability to delete invoices. This is particularly useful if an invoice has been incorrectly indexed.

Deleted invoices can be re-indexed if required, or they can remain within the Deleted Invoices Administration Grid for future reference.

To delete an invoice, select the Delete Invoice when viewing an invoice.

This takes you to a new window and asks you to specify a reason for the deletion. This reason will be logged against the deleted invoice for future auditability.

Once the reason is added, simply click 🗑 Delete Invoice.