How to create a Supplier Invoice

Created by David Joyce

Overview

This guide explains how to post a supplier invoice, including linking goods receipts, confirming costs, adding additional charges, and finalising the invoice.

Understanding Goods Receipts Status

Before posting a supplier invoice:

• Navigate to Goods Receipts to review received stock

• Goods receipts can have different statuses:

  • Invoiced – already linked to a supplier invoice

  • Not Invoiced – available to be invoiced

  • Zero Value – received with no financial value

Only uninvoiced goods receipts can be selected when posting a new supplier invoice.

Creating a Supplier Invoice

To post a supplier invoice:

1. Go to Suppliers.

2. Click Invoices.

3. Select Add Supplier Invoice.

4. Choose the relevant Supplier (e.g. Town Electric).

Linking Goods Receipts

1. Open the Document Details section.

2. The system will display all goods receipts not yet invoiced for the selected supplier.

3. Tick the goods receipts you want to include on this invoice.

This allows you to invoice one or multiple receipts on a single supplier invoice.

Reviewing Product Costs

1. Navigate to Product Details.

2. Review the cost of each product.

If the supplier has charged a different amount:

• Update the unit cost directly (e.g. change to €6)

This ensures the supplier invoice matches the actual charges received.

Adding Additional Charges

You can add extra invoice charges such as:

• Carriage / delivery charges

• Customs fees

• Tariffs

• Other supplier charges

Adding these ensures the supplier invoice balances correctly and reflects the true landed cost.

Additional Invoice Details

You can also complete:

• Exchange rate (for foreign currency suppliers)

• Supplier invoice number

• User Defined Fields

These details support reconciliation, reporting, and audit trails.

Posting the Supplier Invoice

Once all details have been reviewed and completed:

1. Click Save.

This will:

• Post the supplier invoice

• Mark the selected goods receipts as invoiced

• Update supplier balances accordingly

Best Practice Tips

• Always match invoice costs to the supplier’s actual charges

• Include all additional charges on the invoice for accurate costing

• Avoid invoicing goods receipts more than once

• Use clear invoice numbers for traceability

Summary

To post a supplier invoice:

• Navigate to Suppliers → Invoices → Add Supplier Invoice

• Select the supplier

• Link uninvoiced goods receipts

• Confirm or adjust product costs

• Add additional charges and invoice details

• Click Save to post the invoice