1. ABOUT
Supplier Invoices (a legal Tax document prepared by the Supplier for delivered Goods/ Services against which a statement is prepared) is the final stage of a Purchase Order in ERP Go that affects Accounts Payable/ Creditors Control on the accounting side.
Following the same logic as Customer Invoices (where an Invoice is posted after goods have been Booked Out), there's two methods whereby a Supplier Invoice can be processed once goods have been receipted, namely:
1. Individually - From Purchase Order itself (1 P/O at a time).
2. In Bulk - From the Supplier Invoices menu (With option to combine multiple P/O's per supplier).
Additional features surrounding supplier invoices include:
Approval of Supplier Invoices before it's invoiced (Roles -> Action)
Updating Supplier Prices from Supplier Invoice (Roles -> Actions)
Supplier Invoice Document Control Total
Invoicing from a Purchase Order
2. SETUP
2.1 Setup: Roles
The following roles are required to process & approve supplier invoices:
Workplace: Supplier Invoice - Supplier Invoice Item |
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System Setup: Purchase Cost Group |
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Actions: Approve Supplier Invoice - Retry Supplier Invoice Accounting Export - Self Approve Supplier Invoice - Update Supplier Prices from Supplier Invoice |
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Reports: Supplier & Purchasing |
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2.2 Setup: Role Definitions
Workplace: Supplier Invoice | The Supplier Invoice permission controls access to Invoice header information such as entering a Supplier Invoice Reference Number & Control Total. |
Workplace: Supplier Invoice items | The Supplier Invoice item permission controls access to the individual lines on the invoice i.e. editing an item's price during Supplier Invoice Review Items stage. |
System: Purchase Cost Group | Purchase Cost Groups (configured under System Setup -> Accounting And Charging) allows supplier costs to be classified and mapped to the appropriate nominal or ledger accounts in your accounting package which is used for purchased goods and other purchase costs such as:
Note, Purchase Cost Group can also be changed when editing an item during the Supplier Invoices Review Items stage. |
Actions: Approve Supplier Invoice | Requires Invoices to be approved first before being posted. |
Actions: Retry Supplier Invoice Accounting Export | Allows the user to retry an accounting export if it fails. |
Actions: Self Approve Supplier Invoice | Allows the user to approve a Supplier Invoice that they submitted themselves (which is separate from the normal Approve permission and can be used to enforce separation of duties). |
Actions -> Update Supplier Prices from Supplier Invoice | Allow the user to select the option that writes the invoiced supplier prices back onto the Purchase Order. |
2.3 Setup: Purchase Cost Groups
A Purchase Cost Group is required when planning to post Supplier Invoices to the Income statement (Profit & Loss) of integrated accounting system. The purchase cost group can also be changed during the “Review Items” stage 3 of creating a Supplier Invoice when editing an item.
2.3.1 Navigate to Company Settings -> Accounting And Charing -> Accounting Groups:
2.3.2 Add a new Group by clicking on Add Group:
2.3.3 Select Category Type “Costs – Purchase Costs” and specify Name and Code
2.3.4 Add Group
2.4 Setup: Accounting Integration
The following third-party accounting systems can be integrated into ERP Go:
Help Guides that will assist with integration setup:
Exact Online - Set Up the Exact Online Integration
QuickBooks Online - Set up the QuickBooks Online Integration
Sage Business Cloud - Set up the Sage Business Cloud Integration
3. CREATING A SUPPLIER INVOICE
There are two approaches to processing a Supplier Invoice:
From the Supplier Invoices Menu (With an option to combine multiple PO's)
From Purchase Order screen (1 P/O at a time)
3.1 Creating a Supplier Invoice from Supplier Invoices Menu
There are 4 stages involved when creating a Supplier Invoice:
Points 3.1.1 to 3.1.10 will step through all 4 stages in capturing a Supplier Invoice for Suppliers R Us who sent an Invoice for 2 Purchase Orders:
PO #25 R80.00
PO #45 R2,500.00
INV100-1, Total 2,580 (Excl Vat), Total 2,967.00 (Incl Vat)
3.1.1 Navigate to Purchases -> Supplier Invoices
3.1.2 Click on Actions and select Receive Invoice or click on Process now:
3.1.3 Stage 1 – Select Supplier and click on Create for [Supplier Name]:
3.1.4 Stage 2 – Invoice Details
Supplier Reference (Mandatory): This would be the Invoice number that appears on the Invoice that supplier sent.
Invoice Total (Optional): A control total ensuring Invoice total at the end matches the Supplier’s Invoice.
Update Supplier Price: Should supplier price differ from Item Supplier Prices tab then it will be updated.
Notes: Internal Memo would be notes for internal use & External Memo what Supplier sees.
Attachments: Linking the PDF Supplier Invoice to Supplier Invoice in ERP Go by uploading it as attachment.
3.1.5 Stage 3 - Review Items
Item Detail information: Because Supplier sent an Invoice for 2 Purchase Orders, 2 orders are added by clicking on Add Orders:
Once Items are added, it can be further amended by changing Qty in This Invoice field:
Alternatively, Qty (This Invoice), Price (Buying Price), Discount (Discount Price) or Cost Group can be changed by clicking on the ellipses and selecting Edit:
3.1.6 Once user clicks on Confirm, they will enter Stage 5 – Confirm.
It’s during the confirm stage that an Invoice can be flagged / disputed by enabling Dispute Status & selecting a reason. To add/ amend Dispute Reasons, refer to Reason Codes help guide.
Once invoice is ready to be approved, user will click on Send for Approval:
Note, Invoices that's been disputed will have a red flag next to the status in the main Supplier Invoices screen. To view only Disputed Supplier Invoices, click on filter “Disputed”:
3.1.7 From the Supplier Invoices menu, select View via the ellipses:
3.1.8 View Invoices: Actions -> Approve
To approve Invoice, click on Actions and select Approve:
Note, for more information on navigating a Supplier Invoice see Pt 3.5.
3.1.9.1 Back on the main Supplier Invoices screen, click select Post P/L under the ellipses:
3.1.9.2 Alternatively, to post multiple approved Invoices to P/L, click on Actions in the Main Supplier Invoices screen and select Post P/L:
3.1.10 Once posted to P/L (Profit & Loss), Status will change from “Approved” to “Posted”:
3.2 Creating a Supplier Invoice from Purchase Order
3.2.1 To create a Supplier Invoice from a Purchase Order, click on the Invoices tab and select Receive Invoice:
Creating a Supplier Invoice from purchase order does not require user to first select a supplier followed by selecting order(s) (Stage 1), instead user is taken straight to stage 2 Invoice Details.
Refer to points 3.1.4 to 3.1.6 to complete all four stages (as it’s the same).
4. VIEWING A SUPPLIER INVOICE
There are two approaches to view Supplier Invoices:
From Purchase Order screen
From Supplier Invoices
4.1 Viewing a Supplier Invoice from Purchase Order
4.1.1 Navigate to Purchases -> Purchase Orders and open Purchase Order.
4.1.2 Under the Invoices tab click on the Invoice Reference to view Supplier Invoice.
Note, Invoice status will read “Unposted”.
4.2 Viewing a Supplier Invoice from Supplier Invoices menu
4.2.1 Navigate to Purchases -> Supplier Invoices
4.2.2 To view an Invoice that’s “Awaiting Approval”, click on ellipses and select View:
3.4.2.3 To view an Invoice that’s “Approved”, click on ellipses and select View:
5. NAVIGATING A SUPPLIER INVOICE
Users would view a Supplier Invoice to Approve it, Return it for Changes or Amend it.
In assisting users to take the necessary action, there are 5 tabs showing different aspects of Invoice + an Actions button:
5.1 Invoice Lines tab
5.2 Attachments tab
5.3 Approvals tab
5.4 Action Log tab
5.5 Accounting Integration tab
5.6 Actions button
5.1. View Supplier Invoice: Invoice Lines tab
View line-item details such as "Ordered Qty", "Delivered Qty", "Invoiced Qty", "This Invoice Qty" and "Invoice Value".
5.2. View Supplier Invoice: Attachments tab
Lists attachments appended during Invoice Details stage.
5.3. View Supplier Invoice: Approvals tab
Keeps track of approval rounds and approval status I.e. when invoice is sent back for checking, the next approval will be round 2.
5.4. View Supplier Invoice: Action Log tab
Logs all activities re supplier invoice I.e. when it was created, approved & posted.
5.5. View Supplier Invoice: Accounting Integration tab
Confirms status of posting to 3d party integrations such as Xero, QuickBooks & Sage.
5.6. View Supplier Invoice: Actions button
Pt 3.1.8 referred to approving a Supplier Invoice via the Actions tab.
Other options include “Amend” & “Return for Changes”:
5.6.1 View Supplier Invoice: Actions -> Amend
To Amend a Supplier Invoice will withdraw submission for approval and reset Invoice to draft status:
5.6.2 View Supplier Invoice: Actions -> Return for Changes
Return for Changes would be selected if something needs changing, i.e. pricing to be re checked:
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Note 1, once a Supplier Invoice is returned for Changes, the below message will display for Invoice under the Review Items stage, informing users of what to change/ investigate:
Note 2, once change is applied and Invoice re sent for Approval, View Invoices: Approvals tab will reference Rounds:
6. REPORTS
The following report is available for Supplier Invoices:
Supplier Invoice Status (Reports menu)
Example:
To access report, permission will need to be granted for report under Roles -> Reports:
7. QUESTIONS & ANSWERS
Can a Supplier Credit Note be created for a Supplier Invoice?
No (it will be in a future release).
Can Supplier payments be recorded in ERP Go?
No (It may be in a future release).
What happens to price differences (when the price of an item on Supplier Invoice differs from price during Purchase Order Receiving)
Auto reversal and re posting does not occur (it will be in a future release).
Is an active accounting integration required to process supplier Invoices?
No.
Is a Purchase Order required to process supplier Invoices?
Yes.
Can a Supplier Invoice consist out of multiple Purchase Orders?
Yes, providing it’s for the same supplier and invoice created via the Supplier Invoices menu.
Can I create multiple Supplier Invoices for multiple suppliers at once?
No.
Can I create a supplier Invoice by importing it?
No.
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