Processing an incoming purchase invoice

This instruction describes how to open the invoice, how to make the posting, how to transfer it to the workflow and how to save the invoice.

Opening the invoice
Processing new invoices
Posting the invoice
Sending the invoice to workflow
Adding comments
Saving the invoice

Opening the invoice

Go to the view Purchase Invoices - Approval Pending
Open the invoice by clicking the name of the supplier

Processing new invoices

You can filter incoming invoices to the view by selecting Incoming invoices from the Person drop-down menu. This is the responsible person's name for the incoming invoices that has been given in Link settings, so select the name accordingly, whether it is Incoming invoices or something else. When you want to see all the invoices in this view, select the empty selection in the drop-down menu.

The invoice opens up in a separate window. On the left there are the basic information and on the right side there is the invoice image. (If you can't see the image, check the PDF-settings of your browser).

The account payable account can be changed on the invoice. Also the due date can be changed (despite the payment terms) by clicking New due date. In that case the original payment term and the possible cash discount can still be seen on the invoice.

Fill in the needed information either by selecting it from the drop-down menu, by typing it in or tick the box in front of the field.

Accounts payable account

If there are several accounts payable accounts in use, it is also possible to change it on the invoice. The default accounts payable account has to be defined in Settings - General - Accounts.

Posting the invoice

Read more about the posting of the invoice here.

Sending the invoice to workflow

After the basic information of the invoice has been checked and the invoice has been posted or it is to be posted later, it will be transferred to the next invoice handler.

If invoices from the same supplier have already been processed in Purchase Invoices, the application offers automatically the same information concerning the workflow and the next person as in the previous invoice.

Select to the field Next phase the phase to which the invoice will be transferred
Select to the field Next person the person to whom the invoice will be transferred for processing
Send email: when you click the box Send email, email notification will be sent to the next invoice handler that there is a new invoice to be handled. The e-mail notification is sent as a consolidated message every six hours.

NOTE! Send email selection is always invoice specific. If you remove the selection on one invoice, it concerns only that invoice. On the next invoice Send email will be selected by default, if it has been defined in the general settings that email will be sent to the next invoice handler.

To next phase

When there is a check mark in the box of the To next phase field, the invoice is moved to the next phase in the workflow. If you want to leave the invoice in your own name, click on the check box in front of the Next phase - field (tick it off), then the invoice will not be transferred to the next phase in the workflow.

Adding comments

Comments

If a comment has been added on the invoice, it is shown as red text in Comments field. When you click the word Comments, you can either read the comment or add a new one for further information for the next invoice handler. You can use the field also when the invoice can't be accepted and you can add a comment why the invoice has been transferred to the previous workflow phase.

Click the word Comments (blue link)
Write a comment to the new window
Save the comment by clicking Add comment button.

The first words of the saved comment are shown in the Comments field. You can read the whole comment by clicking the word Comments (blue link).

An exclamation mark is displayed on the invoice row, which indicates that a comment, i.e. an additional explanation, has been added on the invoice. When you move the mouse pointer over the exclamation mark, the comments written on the invoice will be displayed (max 500 characters).

Saving the invoice

Save and Close

If you won't be handling more invoices, click Save and Close on top of the invoice form. The invoice will be saved, transferred to the next phase (if selected) and closed from the handler's screen.

Next Invoice

If you want to continue handling invoices, click Next Invoice on top of the invoice form. The invoice will be saved, transferred to the next phase (if selected) and the next invoice will open on the handler's screen.

Close

If you want to close the invoice without saving any changes, click Close on top of the invoice form.