Adding a purchase invoice manually to the system.
1. You can add a purchase invoice by clicking the "+" button in the system's top bar and selecting "Purchase Invoice".
Alternatively, you can add a purchase invoice in the system by clicking "Add New" on the purchase invoices tab.
2. On the "Purchase Invoice Basic Information" tab, the first detail to add is the supplier. If it's a new supplier not found in the system, you must first create the supplier in the CRM before proceeding with the purchase invoice.
To retrieve supplier information from the CRM, click on the three dots and select the correct company.
3. Select the correct company and click "Save".
The system retrieves supplier information such as account number, BIC code, address details, and VAT number from the CRM. Saving the information sets the status of the purchase invoice to "received".
Although the system retrieves the supplier's account number from the CRM, double-check the invoice to ensure the account number is correct, as larger companies may have multiple account numbers. If the account number on the invoice is different, you can change it to the correct one at this point.
4. Add the invoice details:
The "Invoice Number" field is filled with the invoice number from the invoice.
The "Reference Number" field is filled with the reference number from the invoice.
The "Date" field is filled with the date of the invoice.
The "Due Date" field is filled with the due date of the invoice.
The "Taxless sum" field is filled with the taxless sum of the invoice.
The "Taxsum" field is filled with the taxsum of the invoice.
5. Add each product from the invoice to its own line. For each product, the invoice should display the product name, quantity, unit price (price excluding tax), VAT %, total amount (price including tax), tax code, accounting allocation, and any potential cost center.
If the invoice has multiple lines with products that, for example, have the same accounting allocation, you can copy the accounting allocation from the first line to each line. This can be done by clicking "Copy from the first line" and selecting "accounting allocation."
6. Finally, add an attachment to the purchase invoice by clicking the "Add Attachment" button. Once the purchase invoice is complete and the information has been verified, save the invoice by clicking the "Save" button.
7. On the Additional Information tab of the purchase invoice, you can find the details of the invoice reviewer and approver. The purchase invoice created in the system is then sent for review and approval by clicking the "Send for Review" button.
