Invoices Tab - Screen Guide
The Invoices tab on a new-style purchase order lists every invoice claimed against the order and lets you add, edit, approve and send invoices to your accounting system. It replaces the Payments tab used on old-style purchases.
Note: For how to actually raise an invoice, see Adding Multiple Invoices to a Purchase Order.
Toolbar Actions
| Button | What it does |
|---|---|
| Add invoice and set to 100% | Creates a new invoice already claimed to the full remaining order value. |
| New | Creates a new, blank invoice for you to enter a partial or full claim. |
| Edit | Opens the selected invoice for editing. |
| Delete | Deletes the selected invoice. An invoice linked to the accounting system must be unlinked before it can be deleted. |
| Refresh | Reloads the invoice list. |
| Check for payment in Accounting System | Checks the accounting system for payments made against the invoices and updates the Paid and Date paid columns. |
| Other Functions | Additional actions available for the selected invoices. |
Invoice List Columns
| Column | Description |
|---|---|
| Number | The invoice number - the purchase order number plus a sequential suffix (e.g. _001, _002). |
| Date | The invoice date. |
| Type | The invoice type (e.g. Normal). |
| Amount | The value claimed on this invoice. |
| Paid / Date paid | How much has been paid against the invoice and when, updated from the accounting system. |
| Outstanding | The amount still owing on the invoice (Amount less Paid). |
| Accounting System Ref | The reference assigned when the invoice is sent to the accounting system. Each invoice has its own reference. |
| Suppliers Number | The supplier's own invoice number. |
| Inv? | Indicates whether an invoice document is attached. |
The totals row at the foot of the list shows the combined Amount, Paid and Outstanding across all invoices on the order.
The Invoice Detail Screen
Opening an invoice (New or Edit) shows the invoice detail. The top section holds the invoice header fields, the right-hand panel summarises the values, and the grid at the bottom shows the claim against each order line.
Header fields
| Field | Description |
|---|---|
| Invoice number | Filled in automatically from the order number and a sequential suffix. |
| 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. |
| Enter by Qty? | Claim by quantity rather than by value. |
| Comments | Free-text notes for this invoice. |
Summary panel
The right-hand panel breaks the Amount and Paid figures into three columns: Previous (claimed on earlier invoices), This Invoice (this invoice), and To date (the running total across all invoices).
Lines grid
| Column | Description |
|---|---|
| Order amount | The total value of the order line. |
| Previous invoices | The amount already claimed against the line on earlier invoices. |
| This invoice | The amount being claimed on this invoice - enter your claim here. |
| Total amount / Total % | The running total claimed against the line and that total as a percentage of the order amount. |
| Default % / Apply % | Enter a percentage and press Apply % to set that claim across all lines at once. |
| Drop invoices here | Drag and drop, or browse to attach, the supplier's invoice document. |
Approval Status
Each invoice carries its own approval status, shown on the invoice detail. Depending on your site's approval setup, an invoice moves from Author, through one or two approval stages, to Approved. The Send to Accounting System option only appears once the invoice is fully approved.
See Approval Types And Setup for details.
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