Supplier Invoices
There are two types of supplier invoice that can be received - invoices for products/stock supplied - and invoices for non-stock/product items.
Unique Features
Simplicity and ease of use are key elements of the purchase invoice module. Other unique features include:
- Automated reconciliation - key elements such as price and quantities can be validated by the system automatically for stock/product invoices
- Nominal breakdown - the value of non-stock/product invoices can be split across multiple nominal codes
The remainder of this page contains further information on the features and functions of the supplier module.
Invoices for Stock/Products
Reconciliation of invoices with orders and deliveries is a core principal of the system. This provides for tight control
over the procurement process. The stages involved in recording and reconciling a supplier invoice are as follows:
- Match to purchase order number - all invoices should be matched against a purchase order so that quantities and prices can be verified
- Match quantities - a single purchase order can be matched against multiple purchase invoices - the outstanding quantities on the order are updated by each invoice
- Validate prices - any discrepancies in pricing are highighted and have to be accepted or rejected - if rejected, a credit note will have to be requested from the supplier
- Pass for payment - if all validation checks pass automatically, the invoice is available for payment
Invoices for non-Stock/Products
These invoices can be for anything from utilities to services and non-stock items such as stationery. Purchase orders may
or may not be used for this type of purchase. This type of purchase invoice is recorded as follows:
- Select supplier - the appropriate supplier is selected
- Specify invoice totals - the invoice total including VAT breakdowns (if appropriate) has to be recorded
- Specify nominal breakdown - the invoice total has to be broken down into one or more appropriate nominal codes
- Pass for payment - when it is saved, it is available for payment
Reports
Examples of the reports that can be generated from information processed through this module include:
- Outstanding invoices - list all invoices that have not been paid
- Historic invoices - all invoices for a specified date range