Use this window to enter incoming supplier invoices and incoming multi-company supplier invoices. You can enter invoices without posting information and thereafter post them (preliminary post). It is possible to query for all preliminary posted invoices and update posting information to finally post the invoices. It is also possible to query self billing Invoices which are automatically created at the entry of purchase order arrivals. You can specify whether the invoice is an advance invoice which needs to be considered as a request for payment, before the goods/services are delivered. This window consists of header information, Line Information and Posting Information. By dragging the split bar between Line Information and Posting Information, you can adjust the size of these sections based on your requirement.
In the header information section, you can enter the invoice date, invoice number, payment terms and invoice amounts. It is also possible to enter purchase order information or subcontract payment certificate information in this section.
In the Line Information section, you can enter or view the delivery type, supplier income type, tax percentages, gross amount, net amount and different tax amounts. Optionally, you can enter or view purchase order information or subcontract payment certificate information for each invoice line. It is also possible to copy line information from a purchase order and receive the purchase order in the line information section. Invoices normally contain only one line, especially those that have been registered as preliminary posted. You can also enter invoices with multiple lines, e.g., if the invoices have different tax codes or delivery types, or if you prefer to have invoice lines with detailed information related to purchase orders. When the invoice lines are entered, line totals will be automatically updated.
In the Posting Information section, you can enter or view one or more final cost postings representing the net cost of the invoice. For each invoice entered, a voucher is created and placed in the hold table of IFS Accounting Rules until it is updated in IFS/General Ledger. If there is a posting proposal connected to the invoice, the posting information section will not be editable. All postings must be registered in the Posting Proposals window. When purchase order information is connected to the invoice, it can be automatically matched against purchase order and the postings will be created in the Posting Information section. If the invoice is connected to a posting proposal, postings will be created in the Posting Proposals window. If a self billing invoice is related to a posting proposal and in Preliminary status, it is not possible to modify header information in the Manual Supplier Invoice window, you have to use the Posting Proposal window to modify header information.
You can view the documents attached to an invoice (i.e. the invoice image) in the Attachments panel.
You can also use this window to create and print debit or credit notes.
The one-time specific information of an invoice belonging to a one-time supplier can be modified by right-clicking.
Note: You can customize this window to facilitate the quick registration of lines and posting information. New invoice and posting lines will be suggested according to your definitions when you use the Tab key to move from one section to another when entering new lines and postings. This functionality is designed to speed up the entry of an invoice where many lines and postings are registered at once. On the header section, right click and click Properties, click the Child Table Properties tab to specify how you want new lines to be created when registering invoice lines and posting lines.
Arrival
Entry Supplier Invoice
Match
Supplier Invoice with Purchase Order
Automatically Match
Supplier Invoice with PO at Arrival
Match Supplier Invoice with Sub Contract Payment Certificates
Match Supplier Invoice with Project Transactions
Automatically Match Invoice with Project Transactions
Post Supplier Invoice
Authorize
Supplier Invoice
Cancel Supplier
Invoice
Create Supplier Debit or Credit Notes
Enter Basic Supplier Invoice Information
Enter General Supplier Invoice Information
Enter Supplier Invoice Lines
Enter/Modify Invoice Tax Information
Enter/Modify Posting Proposal Tax Information
Create Supplier Debit or Credit Note
Print Supplier Debit or Credit Note
Enter One-Time Specific Information
Receive PO (Purchase Order) from Supplier Invoice
Automatically Match Invoice with PO at Arrival
Match PO (Purchase Order) Receipts
Match Receipts Purchase Order per Line
Match PO (Purchase Order) Receipts per Part No
Manually Match Purchase Order with Invoice
Match Supplier Invoice with Project Transactions
Automatically Match Invoice with Project Transactions