Purchase Invoice Entry

 

Third party costs are logged via Expenses > Current Purchase Invoice.

 

At the top of the Purchase Invoice, there is a section to show the status of the Purchase Invoice.

 

 

This allows all costs to be allocated to the appropriate project to give a true reflection of project costs.

 

  1. Go to Expenses > Purchase Invoice Entry.

  2. Enter the supplier’s Invoice Number.

  3. Select the Supplier from the list (if the invoice is from a new supplier, click the Add New Supplier icon and follow the necessary steps).

  4. Enter the Invoice Date.

  5. If you have multi-currency enabled, select the Default currency for the form and enter the Default exchange rate. (This will save you having to input the currency and exchange rate for each line item).

  6. Select the number of rows that the purchase invoice has and click the Add Item(s) button.

  7. For each line on the purchase invoice select:

 

  1. Click Save at any time if you wish to log out and return to the invoice later.

  2. If the purchase invoice relates to an approved purchase order or associate (consultant) time, use the reconcile option to automatically reconcile these entries to the purchase invoice.

  3. Once all data is complete, click Submit for approval.

 

Note: If Copy all projects and tasks is selected before submitting, the same projects and tasks will be shown on the next purchase invoice. If Empty purchase invoice is selected, the next purchase invoice will be blank

Reconcile

The reconcile function allows you to reconcile purchase order or approved associate timesheet data to a purchase invoice.

Purchase Order(s)

In order to speed up the subsequent purchase invoice entry following delivery of purchase order items, you can reconcile purchase order items to a purchase invoice.

 

This also helps you to manage your aged creditors account by identifying the value of purchase order items that have been authorised but not yet delivered.

 

  1. At the reconciliation wizard step 1 select Purchase Order(s) and click Next.

  2. At the reconciliation wizard step 2, all approved purchase orders that contain un-reconciled items for the supplier selected in step 1 will be displayed. Tick the purchase orders that contain items you wish to reconcile to this purchase invoice and click Next.

  3. A list of un-reconciled and part-reconciled purchase order items for the purchase order(s) previously selected will be displayed.

  4. If the Unit Cost (Net) has changed from that previously entered into the purchase order, edit the cost as required.

  5. The total number of items Ordered and Reconciled to date will be displayed.

  6. In the To Reconcile field, enter the quantity of this item ordered received in this purchase invoice. Repeat this for all relevant rows.

  7. The Remaining order items to be reconciled will be displayed. When all items have been reconciled the remaining number will be 0.00.

  8. If all order items have been received, you can use the Reconcile All option to automatically update the To Reconcile field from the Remaining field.

  9. If you have items remaining that are no longer to be supplied, you can Cancel Remaining items.

 

Note: Cancelling remaining items should only be used when you have agreed with your supplier that items previously ordered are no longer to be delivered. Cancelled items will still be fully forecast as expenses in Projects > Expense Forecast.

 

  1. When all entries have been completed, click the Finish option.

  2. Your order items will be automatically inserted as items in your Purchase Invoice Entry.

Associate Time

In order to speed up the subsequent purchase invoice entry following delivery of associate time, you can reconcile approved timesheet items to a purchase invoice.

 

  1. At the reconciliation wizard step 1 select Associate Time and click Next.

  2. At the reconciliation wizard step 2, all approved unreconciled Associate timesheet time for the supplier selected in step 1 will be displayed. Tick the lines that contain timesheet items you wish to reconcile to this purchase invoice.

  3. When all entries have been completed, click the Finish option.

  4. The timesheet items will be automatically inserted as items in your Purchase Invoice Entry.

 

 

 

 

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