Overview

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Table of Contents:

Attaching a Creditor (Supplier) Invoice

Creditor invoices (Supplier invoices) can be attached to an existing receipt or purchase order.

If the there is nothing to attach the invoice to, you can create a manual line to account for goods or services that:

Before you begin

Before attaching a creditor invoice, ensure that the Supplier Invoices window is displayed

Note: To do this, on the left-menu, click A/Cs Payable, then click Supplier Invoices.

To attach a creditor (supplier) invoice to a receipt:

  1. On the Supplier Invoices window, click Add New Invoice.
    • Result: The New Supplier Invoice window is displayed.
  2. Click the relevant supplier.
    • Result: The field for entering the invoice number and selecting an invoice date is dislayed.
  3. In the invoice No. field, type the invoice number.
  4. From the Invoice Date calender, select the date the invoice was issued.
    • Result: This will be the date printied on the invoice.
  5. Click Accept.
    • Result: The Attach Creditor Invoice window displays a list of invoices.
    • Note: 'Show by Receipt' automatcally shows what you have taken delivery of. To see what you have taken delivery of and what you are yet to take delivery of, select 'Include Un-Received'
    • You can narrow down the list try searching by Order Ref, Item Code, Item Dec, Purchase Order and Receipt.
  6. Under 'Show by Receipts', click the relevant receipt.
  7. If relevant, change the quantity, price per unit, discount and invoice value.
    • Note: If, for example, you reduce the invoice quantity, the invoice later column is updated automatically.
  8. Click Confirm Invoice
    • Result: The Supplier Invoices window lists the invoice.

To attach a creditor (supplier) invoice to a purchase order:

  1. On the Supplier Invoices window, click Add New Invoice.
    • Result: The New Supplier Invoice window is displayed.
  2. Click the relevant supplier.
    • Result: The field for entering the invoice number and selecting an invoice date is dislayed.
  3. In the invoice No. field, type the invoice number.
  4. From the Invoice Date calender, select the date the invoice was issued.
    • Result: This will be the date printied on the invoice.
  5. Click Accept.
    • Result: The Attach Creditor Invoice window displays a list of invoices.
  6. Click 'Show by Purchase Order
    • Result: A list of purchase orders is displayed.
  7. Click the relevant purchase order.
    • Result: The Attach Invoice window is displayed.
  8. If relevant, change the quantity, price per unit, discount and invoice value.
    • Note: If, for example, you reduce the invoice quantity, the invoice later column is updated automatically.
  9. Click Accept
    • Result: The Supplier Invoices window lists the invoice.
  10. Click Finished

To create a manual line:

Follow these steps to create a manual line:


  1. On the Supplier Invoices window, click Add New Invoice.
    • Result: The New Supplier Invoice window is displayed.
  2. Click the relevant supplier.
    • Result: The field for entering the invoice number and selecting an invoice date is dislayed.
  3. In the invoice No. field, type the invoice number.
  4. From the Invoice Date calender, select the date the invoice was issued.
    • Result: This will be the date printied on the invoice.
  5. Click Accept.
    • Result: The Attach Creditor Invoice window displays a list of invoices.
  6. Click Add Manual Line
    • You will be asked if you want to create an invoice line for goods or services that have not been ordered or received.
  7. Click Yes.
    • Result: The Add Manual Invoice Line window is displayed.
  8. Complete the relevant fields.
    • Note: Ensure that either the Item Code field or the Description field is complete, and press Tab. If you entered a valid item code, the remaining fields will update automatically. If you enter a item code that is not valid, you may have to select an item from the Catalogue window. If this is the case, select the relevant item from the catalogue, then click Accept. On clicking Accept, you may also be informed that there is no tax code found for the supplier. If so, click OK.
  9. Click Accept.
    • Result: The Manual Invoice Line window asks you if you want to enter a receipt for these goods and services in future.
  10. If you expect to enter a receipt at a later date, click Yes, otherwise click No.
    • Note: If you have Printcost General Ledger installed and you click No, you will be requested to provide an asset/expense 'chart of accounts' number. You may als be asked for the branch.
  11. Click Finished.
    • Result: The invoice is listed on the Supplier Invoices window.

What Next?

If there are multiple lines on the invoice, use the Add button to add them.