Adding Multiple Invoices To A Purchase Order

A purchase order can now have more than one invoice claimed against it. This is useful when a supplier sends several bills for a single order - for example, progressive deliveries or staged supply - without needing to raise a separate purchase order for each bill.

Each invoice is managed from the Invoices tab of the purchase, is numbered automatically, and is sent to your accounting system as its own transaction with its own reference.

Note: This applies to new-style purchase orders. See Multi vs Single Invoice Purchases for the difference between the two.

Switching Between Styles

You can turn the new style on or off to suit how you work. (Buildlogic Admin User)

System > Settings > Purchases Tab - Purchases can have more than 1 invoice

Opening the Invoices Tab

Open the purchase order from the Purchases list, then select the Invoices tab. This shows every invoice claimed against the order, with running totals for Amount, Paid and Outstanding.

Adding an Invoice

To add an invoice, press the New button on the Invoices tab toolbar.

The invoice number is filled in automatically, using the purchase order number with a sequential suffix - for example AT0000872_001, then AT0000872_002 for the next invoice.

Enter the invoice details:

• Invoice date - the date on the supplier's invoice.
• Invoice received date - the date the invoice was received in the office.
• Payment date - the date payment is expected.
• Suppliers number - the supplier's own invoice number.

In the lines grid below, enter how much of each order line this invoice is claiming in the This invoice column. The Previous invoices, Total amount and Total % columns update to show the running claim against each line's order amount.

Claiming a Percentage

To claim a set percentage across all lines at once, enter a figure in the Default % box inside the invoice and press Apply %. Buildlogic sets each line's total claim to that percentage of its order amount and works out the This invoice value for you.

You cannot claim more than the order amount. If you apply a percentage above what is remaining, the claim is capped at 100% of the order line.

Claiming the Full Order in One Step

If an invoice covers the entire remaining order, use the Add invoice and set to 100% button on the Invoices tab toolbar. This creates a new invoice already claimed to the full order value, ready for you to enter the invoice details.

Attaching the Supplier Invoice Document

Drag and drop the supplier's PDF invoice into the Drop invoices here box, or use the Browse button to select it. The document is stored against the invoice and, if the invoice is sent to your accounting system, the attachment is sent across too.

Approving and Sending to the Accounting System

Each invoice follows your approval process before it can be sent to the accounting system. Depending on how your site is set up, this may be a single approval or two levels of approval.

Once the invoice is fully approved, the Send to Accounting System button becomes available. Each invoice is sent as its own transaction and receives its own Accounting System Ref, shown against that invoice in the list.

See Approval Types And Setup for how approval levels are configured.

When the Order is Fully Claimed

When the invoices claimed reach the full order value, Buildlogic asks whether you would like to drop the order from the contractor claim portal. Choosing Yes removes it so the supplier can no longer submit claims against it; choosing No leaves it in place. Users can still assign additional invoices from the AS feed which will increase the order value. 

Deleting an Invoice

Select the invoice in the list and press Delete.

An invoice that has been sent to the accounting system cannot be deleted until its accounting system link is removed. Remove the link first, then delete the invoice.