Purchase Invoice Settings
Creating a Purchase Invoice
You can generate a purchase invoice from an eReceipt to Heeros Purchase Invoices. A purchase invoice can be created from one to a maximum of ten (10) eReceipts. In the created purchase invoice, it is possible to add more eReceipts within the Purchase Invoices application, up to a maximum of 30 eReceipts per purchase invoice. The purchase invoice is always created in the main view of the browser's eReceipt archive. The user must have at least Basic User Rights for the Archive and Main User Rights for Purchase Invoices unless specific rights for creating purchase invoices for basic users have been defined in the Purchase Invoice settings.
Purchase Invoice Settings
If it is needed to grant Basic Users the right to create purchase invoices from eReceipts, the rights for this should be given in Heeros Purchase Invoices.
- Navigate to Purchase Invoices and click on the Settings bar first from the right-side menu and then select the General tab.
- Then, click on the Access tab in the top menu of the opened view.
- Select Yes for the Company-Specific Basic User's right to create purchase invoices from eReceipts, if you want to grant this right to basic users.
Creating a Purchase Invoice
The creation of purchase invoices takes place in the Open eReceipts view of the eReceipt archive. Choose the eReceipt or eReceipts from which the purchase invoice is intended to be created, and then click the New Invoice button.
The details of the new invoice will appear on the screen. On the left side of the opened window, you will see images and information about the eReceipt or eReceipts. If multiple eReceipts are added to the purchase invoice, you can navigate to the information of the next eReceipt by clicking the blue arrow.
- PDF files are converted into images before being displayed in the view. This may cause blurriness in the image when using non-native resolutions or zooming in screen settings.
After verifying the receipts, fill in the details of the invoice to be created and save the invoice. After saving, the invoice will be generated in Heeros Purchase Invoices.
Complete the details of the purchase invoice:
The supplier list is retrieved from the Purchase Invoice registers. You can search for a supplier by entering a part of the supplier's name in the field.
- In the Persons section, users for expense invoices are retrieved from the Purchase Invoices Persons register. The recipient must be established as a supplier in the Purchase Invoices Suppliers register before creating an expense invoice. The information in the Persons register alone is not sufficient.
- The Suppliers list includes suppliers from the Purchase Invoices Suppliers register.
The bank account comes from the Purchase Invoice supplier register. If the supplier has multiple bank accounts, the desired bank account can be selected from the drop-down menu.
The invoice date is determined based on the creation date of the purchase invoice.
The due date is automatically calculated based on a 30-day payment term.
The total amount is the sum of the selected eReceipts if the receipts use the same currency. If eReceipts in two different currencies are selected for the purchase invoice, the total amount is not filled in by default.
Currency is, by default, the currency of the selected eReceipts. If eReceipts in two different currencies are selected for the purchase invoice, the currency is not filled in by default.
Reference number or message is mandatory information for the purchase invoice.
Invoice number is mandatory information that the user completes.
After completing the invoice details, click the Save button. After successfully creating the invoice, you will receive a notification on the screen. The generated purchase invoice is displayed in the Purchase Invoices view, from where it is directed to the desired approval process and processed like any other purchase invoice.