Logging Purchase Invoices

When there is an associated purchase order

1. Click on the Purchasing tab
2. Enter the number of the associated purchase order in the View PO box 
3. Click Search to open the purchase order
4. Click on the Invoices tab
5. Click the Log Invoice button 
6. Set the Invoice Number to the supplier’s invoice number shown on their invoice
7. Set the Invoice Date to the date shown on the supplier’s invoice
8. Check that the Term (days) matches the term shown on the supplier’s invoice
9. Check that the Approved tickbox is selected
10. Check the invoice contents against the PO values:
11. If any PO lines are not included in the invoice, select the line and use the Delete Selected Lines button
12. If only part of a line is included in the invoice, reduce the quantity in the Re. Qty box
13. If a line is fully invoiced, tick the Close on export box 
14. Check that the Analysis code is correct for the purchase type
15. Check that the Cost section shows the correct values on each line
16. Check that the VAT Rate shows the correct rate on each line
17. Click the Log Invoice button to log the invoice
18. If you have an electronic version of the invoice, click the Upload button in the Scan field to upload

When there is no associated purchase order

1. Click on the Accounts tab
2. Click on the Log new invoice link in the Purchase Ledger section
3. Set the Supplier to the supplier shown on the invoice
4. Set the Invoice Number to the supplier’s invoice number shown on their invoice
5. Set the Invoice Date  to the date shown on the supplier’s invoice
6. Set the Assigned To value to your own name
7. Check that the Term (days) matches the term shown on the supplier’s invoice
8. Set the Inv Quantity to the quantity of the item being invoiced
9. Set the Description to the details shown on the invoice line
10. Set the Analysis (Job) to the job and activity against which the costs should be recorded
11. Set the Analysis (Code) to the nominal code against which the costs should be recorded
12. Set the Unit Price to the unit price shown on the invoice
13. Check that the VAT Rate shows the correct rate
14. Click Add Line to add more lines to the invoice if needed
15. Click the Log Invoice button to log the invoice
16. If you have an electronic version of the invoice, click the Upload button in the Scan field to upload

Disputing Purchase Invoices

Sometimes a purchase invoice is received for a value that does not match the PO to which it relates. In that instance the invoice can be logged as a disputed invoice.

Logging a disputed invoice allows:

• The invoice to be available to view against the PO for anyone else in the Accounts team
• The invoice to be sent back to the PO originator so that the difference can be rectified
• The invoice to be sent back to the contact at the supplier so that the difference can be rectified

Once an invoice has been disputed, it can be accepted as a valid invoice, flagged as resolved or left as being in dispute for future reference.

Logging a Dispute

To log a disputed invoice:

1. Click on the Purchasing tab
2. Enter the purchase order to which the disputed invoice relates in the View PO box and click Search
3. Click on the Invoices tab on the purchase order
4. Click on the Dispute Invoice button at the bottom left of the screen to get the pop-up below:

Note that this is controlled by a security permission.  If you can’t see it, please contact Support.

1. To will be default to the supplier contact for the PO.
2. Invoice Number should be set to the number shown on the invoice.
3. Invoice Value should be set to the value of the invoice.
4. Internal dispute only should be ticked if this is for internal reference only.  If selected, the four tickboxes below will vanish and any additional info and attachments will be sent to the buyer.
5. Additional info lets you add additional information, such as an explanation as to why the invoice is in dispute, and you can decide whether you want to include that information in the email that gets sent to the buyer and/or the supplier.
6. Browse to the electronic version of the Invoice to upload it alongside the dispute information, then use the tickboxes below to indicate whether you wish the attachment to be included to the email that gets sent to the buyer and/or the supplier.
7. Click Save to log the disputed invoice.

Viewing a Dispute

Viewing disputes for a specific PO

1. Only active disputes can be viewed through the PO record.  To view disputes specific to one purchase order you can:
2. Click on the Purchasing tab
3. In the View PO box, enter the number of the PO you’re interested in and click Search
4. Click the Invoices tab at the top of the PO record
5. Disputed invoices will be shown under the Disputed Invoices heading:
6. Clicking on the Invoice Number will open up the dispute record on the Accounts tab
7. Clicking on the Status will give you the option to change the status of the disputed invoice to either Accepted or Resolved (see below for further details).

Viewing all disputes

To view all disputed invoices, regardless of status:

1. Click on the Accounts tab
2. Click the Status Summary link in the Purchase Ledger grouping
3. Click the Disputed Invoices link underneath the filters
4. You can use the filters to narrow down the results returned
5. You can click on the PO Reference on the left-hand column to open the associated PO for any disputed invoice.