Vendor invoice page
- Oksana Vishchuk
- Damian Rozmiarkowski
Main Data tab
In this tab, you can add, check, or change the most important invoice details.
Most of the fields can only be modified while the invoice is in Postponed, To be Sent, or Sent statuses.
In the Internal Number section, you can check the number assigned to this invoice for internal use.
The Internal Number is assigned automatically, according to the scheme set in the Configuration Menu → Templates → Numbering Schemes → Vendor invoice specification numbering scheme.
In the Vendor section, you can click the vendor’s name to open an Info Card pop-up window with the main details from the vendor’s profile.
In the Invoice Status section, you can switch between the following statuses:
Postponed - The invoice creation is currently suspended, and you cannot send the invoice to the vendor.
To be Sent - The job specification is finished and needs to be sent to the vendor for confirmation.
Sent - The job specification is finished and was sent to the vendor. You are now waiting for the vendor's response.
Confirmed - The vendor verified the job specification. You can now create an invoice from the confirmed job specification.
Bill Received - The delivered invoice matches the jobs list and total amount and is legitimate.
In the Invoice No field, you can provide the final invoice number.
In the Invoice Date section, you can check or change the date that will appear on the invoice.
In the Payment Terms section, you can select specific terms for this invoice from the drop-down list. To learn more about payment terms, see the Configure payment settings for vendors and clients | Define payment terms for vendors and clients guide.
To edit the selected terms, click the Edit button. The Edit Payment Terms pop-up window appears.
In the Receivables section, you can plan the payments for this invoice. Click the icon to edit an available payment or the Add button to add a new payment. In both cases, the Edit Receivable pop-up window appears.
In the Payment Plan section, you can select a specific payment plan. To learn more, see the Configure payment settings for vendors and clients | (Optional) Define payment plans guide.
In the Amount section, you can decide whether you want to set a Specific Value or a Percent of Invoice Total and provide the desired numbers.
In the Due Date section, you can set the final date for this payment.
In the Description section, you can check or edit the text that will appear in the Payment terms field on the actual invoice. To provide a custom description, uncheck the Automatically Generate Description box and enter your description in the field.
The description expression used in the invoice document depends on both the payment terms and the invoice template language. If you have invoice templates for different languages, make sure you add the corresponding localized description expressions to the payment terms (see the Configure payment settings for vendors and clients | Define payment terms for vendors and clients guide).
From the Payment Method drop-down list, you can select how the vendor will receive the payment. If you can’t find the correct method in the list, click the Add button to create a new method. For details, see the Configure payment settings for vendors and clients | Define payment methods for vendors guide.
In the Tax Calculation Rule section, you can change how the taxes are calculated for this invoice. Click the Change button and select the desired rule with the radio button.
In the Gross Total section, you can check or change the amount of all items with the consumption tax applied. Click the Change button and provide the new amount.
In the Currency section, you can change the default currency. Click the Change button and select the desired currency from the drop-down list.
IMPORTANT!
Changing invoice currency will result in recalculating of all invoice items and paid values according to the currency rates set in the system.
In the Gross Total in Words section, you can check or change how the gross total amount is displayed in words. Click the Change button. The Gross Total in Words pop-up window appears.
To change the Converter Language, select the desired language from the drop-down list.
To display the currency symbol, check the Append Currency Symbol to Amount box.
To manually enter the amount in words, uncheck the Automatically Convert into Words box and provide the desired text in the Gross Total in Words section.
In the Net Total section, you can check or change the amount of all invoice items before the consumption tax is applied. Click the Change button and provide the new amount.
In the Jobs Net Total and Jobs Gross Total sections, you can check the net and gross amount of all jobs included in the invoice.
In the Expected Payment Date field, you can check or change the date when your company plans to pay this invoice in full.
The expected payment date is defined by the payment terms set either in (1) Configuration menu → Clients and Vendors → Vendor Settings → Payment Terms tab or (2) this vendor profile → Main Data tab → Invoicing subtab → Payment Terms subtab. To learn more about setting payment terms, see the Configure payment settings for vendors and clients | Define payment terms for vendors and clients guide.
In the Categories section, you can assign a custom label to this invoice. To learn more about categories, see the System Values: Advanced - Categories article.
In the Jobs table, you can manage the jobs included in the invoice.
To delete a job from the invoice, click the icon in the jobs table.
To open a job, click on its line in the table.
To add a job to the invoice, click the Add button. The Add Job pop-up window appears with the list of uninvoiced ready jobs for this vendor.
By adding a job to the invoice, you lock the payables for this task so they can’t be changed. To make changes to the payables, you need to delete the related jobs from the invoice.
From the Specification Template drop-down list, you can select the desired template for this invoice. To learn how to add document templates, see the Templates - Document Templates article. To preview the invoice, click the Download Specification link.
In the Invoice File section, you can download the invoice file sent by the vendor from the Vendor Portal or add such a file if you received it outside the Vendor Portal.
In the Send Invoice to section, you can select to whom the invoice will be sent. You can add a new contact person by clicking the Add Contact Person button and providing the necessary details.
If you leave the Unspecified option, the invoice will be sent to the vendor’s main e-mail address.
Click the Send by E-mail button to send the invoice without previewing.
Click the Edit and Send button to edit the e-mail sent to the vendor along with the invoice.
Payments tab
In this tab, you can check this invoice’s payment details and history and add or edit the information about payments.
In the Payables Total, Currency, and Payment Due Date sections, you can check the main details of this invoice. For non-confirmed invoices, you can change those details in the Main Data tab.
In the Payment Status, you can check if this invoice is Unpaid, Partially Paid, or Fully Paid.
In the Amount Paid and Unpaid Amount sections, you can monitor this invoice's paid and unpaid amounts..
To add the information about a new payment, perform the following steps:
In the Amount field, provide the paid amount.
In the Paid on field, provide the date of the payment.
Click the Confirm Payment in Part or Confirm Payment in Full, depending on the amount paid. The Add Vendor Payment pop-up window appears. For details, see the Add a vendor payment guide.
In the Payments table, you can edit or delete the assigned payments.
Finance tab
In this tab, you can:
Check the Exchange Rate between the base system currency and the currency used in the vendor's invoice.
Provide the Date of the exchange rate update in case you have changed it manually in Configuration menu → System Values: Advanced → Currencies.
Check after which action the rate was updated in the Exchange Rate Update When section.
To learn more about exchange rate updates, see the Exchange Rate Configuration section of the General Configuration - Defaults tab article.
Notes tab
In this tab, you can add notes about the current invoice.
Notes for Vendor will appear on the invoice.
In the Notes from Vendor you will see the notes added on the Vendor Portal.
Payment Note and Internal Notes will be visible only to the Home Portal users in the Payment Note and Internal Notes columns on the invoice-related smart views.
To learn how to add columns to the views, see the Create a new Smart view article.