Supplier Invoice
Supplier Invoice
Your Purchase Invoices can be found under the menu item Accounts > Manage Invoices.
All suppliers should be loaded under the FACTORY site.
Customers should be loaded under the relevant Business Sites, if there is more than one.
In a business where there is more than one financial integration into accounts systems, the supplier invoices need to be managed so that they are export to the correct financial system. This requirement may be driven by your physical geographical locations, or perhaps a split of the business by product type (Offset, Digital, Signage etc)
This usually involves different branding and to cater for this you can set the PO documents to use for each site on its definition…
This controls the PO Document format used when a PO is created, depending on which site it is created for.
When a Purchase Order is created from a job, it will be based on the site that the Customer is linked to.
If it is created directly from the Inventory Board, it will use the site the User creating the PO is linked to.
However the site can be changed when editing the PO to reflect which part of your business the purchase is for…
Once the details have been checked, save the PO and send it to your supplier for fulfilment.
Receive the goods in.
And Invoice…
The site selector on the Supplier Invoice depicts which accounting system the invoice is to be posted to.
Once a PO has been selected on the Supplier Invoice, the Site Selector and the Supplier are locked.
Creating a Supplier Invoice
There are two means of commencing entering Suppliers Invoices into printIQ.
From the Purchase Orders Boards (both Inventory and Outsource) locate the PO to be invoiced and click to access the drop down menu next to it and select Enter supplier invoice…
You can also create a Supplier invoice from the menu item Accounts > New Supplier Invoice or from the New Invoice button in the Manage Invoices screen.
A new empty Supplier Invoice is generated and opened.
Care and attention is required when filling these out.
When you have an empty PO Invoice you need to select the Supplier you wish to invoice.
Once the supplier is selected, you can add Purchase Orders for that supplier to the invoice – as long as they are all from the same Site.
When you click ‘Add POs’ you will get a list of POs for that supplier.
The entries show the PO Number, Supplier Code and Site…
Select the PO(s) to add.
If you add POs from different sites…
You will receive the following error message and nothing is added to the PO…
Once you have added the first PO to the invoice, the Site and the Supplier are locked and cannot be changed.
You can add subsequent POs to the invoice.
This time you will only see POs for the Invoice Supplier on the site as set on the invoice.
Select the relevant POs and click Add to Invoice.
Check the Quantity and Price.
Set the invoice date from the suppliers invoice, the ‘Due Date’ will set according to the payment terms on the suppliers’ definition but can be edited if required.
Enter the Suppliers Invoice Number.
You can add more purchase orders to the invoice. Click the Add POs button. (You must click in the field to view the contents of the drop-down…)
The list of purchase orders shown will be filtered for the supplier already on the invoice and the site the original PO was raised against.
Select any that are to be added to the current invoice.
Enter the Suppliers Invoice Number (Mandatory field)
When all details have been entered, save and approve the invoice.
Managing Supplier Invoices
On the Invoices board, under Sources in the filter, there is a filter for Suppliers Invoices…
The changes were necessary to bring the supplier invoice functionality within printIQ in line with that of the sales invoices.
As more of you push to automate and integrate with other applications, the changes were needed to stay ahead of your requirements.
What has changed?
At a high level, both supplier and sales invoices are now consolidated to produce a consistent and functional product. Both sets of invoices now feed into the same back end (for those of you writing reports) and you will notice that the supplier invoice entry screen looks very different, albeit in a familiar layout.
What are the main benefits?
Each line on the PO transfers to a line on the supplier invoice.
If you tag your inventory item with a GL code, this will flow through onto the PO and then onto the supplier invoice to reduce data re-entry.
The supplier invoice process now starts on the PO boards where you can select one or more POs and add them to an invoice.
You can optionally add more POs to your invoice from within the invoice screen. Alternatively, you can start with a blank supplier invoice and add charges from there.
What to look out for in the integration space?
There are two key areas to check once the v38 release is completed. For those using an API connection to your Finance system, check that both sales and supplier invoices are transferring as they previously did.
The goal here is that there are no changes, and everything continues business as usual.
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