Enter an invoice based on purchase receipts or purchase orders

In Visma.net ERP, you can enter an invoice based on purchase receipts (or their lines) for stock items received to the company warehouses.
Also, you can create an invoice for non-stock items or services based on purchase orders.

Invoices are generated automatically for receipts that have the Create invoice check box selected.

1. Go to the Purchase invoices (AP301000) window.
2. Click .
3. In the top part, in the Type field, select Invoice.
4. In the Date field, select the date of the invoice. By default, the current date is selected.

   The Post period field is filled out automatically based on the selected document date.

5. In the Supplier field, select a required supplier.

   The default location of the supplier is displayed in Location text field; select another location if necessary.

6. In the Supplier ref. field, enter the number of the invoice the invoice is based on if it is required in your system.

   This setting is required if the Require supplier reference check box is selected in the Supplier ledger preferences (AP101000) window; otherwise, it is optional.

7. Make sure the document currency is correct. If it is not, select another currency.

   The currency may be overridden only if the Enable currency override check box is selected for the supplier in the Suppliers (AP303000) window.

8. Optional: Add a description of the invoice.
9. Add purchase receipts to the list on the Document details tab as follows:
   1. In the table toolbar, click Add purchase order receipt to add a purchase receipt with all its lines to the invoice.
      The system opens the Add purchase order receipt dialog box, which displays the list of released receipts of the selected supplier that have not been fully invoiced.
   2. Select particular purchase receipts by selecting the appropriate check boxes in the unlabelled column.
   3. Click Add and close to add the selected receipts to the invoice and close the dialog box.
      Check the columns of the Document details tab, which have been filled in automatically in accordance with the selected document or documents.
      Compare the item quantity and cost copied from the receipt with the amounts in the purchase invoice, and correct them, if needed.
      Delete unnecessary lines.
      If the unit cost specified in the invoice differs from the unit cost taken from the receipt, the system posts the discrepancy to the purchase price variance account associated with the item.
10. To add selected purchase receipt lines to the invoice, perform the following steps:
    1. In the table toolbar, click the Add purchase order receipt line button to add one line or multiple lines of a specific receipt to the invoice.
       The system opens the Add receipt line dialog box.
    2. Optional: In the Receipt no. text field in the dialog box, select the receipt whose lines you want to add to the invoice.
       All the lines of the selected receipt are displayed in the dialog box.
    3. Select receipt lines by selecting the appropriate check boxes in the unlabelled column.
    4. Click Add and close to add the selected receipt lines to the invoice and close the dialog box.

       Notice that the columns of the table on the Document details tab have been filled in automatically with the selected lines.
       Compare the item quantity and cost copied from the receipt with the amounts in the purchase invoice, and correct them, if needed.

11. To add purchase orders to the invoice, perform the following steps:
    1. In the Document details tab toolbar, click Add purchase order if the goods ordered were non-stock items or services.

       The system opens the Add purchase order dialog box, which displays the list of purchase orders of the selected supplier.

    2. Select purchase orders by selecting the appropriate check boxes in the unlabelled column.
    3. Click the Add and close button to add the selected orders to the invoice.

       Check the columns of the Document details tab, which have been filled in automatically in accordance with the selected document.
       Compare the item quantity and cost copied from the purchase order with the amounts in the purchase invoice, and correct them, if needed.

12. To save the invoice with the On hold status, make sure the Hold check box is selected.
13. To save the invoice with the Balanced status, do one of the steps below and then make sure the Hold check box is cleared:
    • If the Amount field of the top part is displayed in the window, enter the total amount of the invoice in this text field.
    • If the Amount field is not displayed in the window, make sure the total amount of the invoice is displayed correctly in the Balance text field.
14. Click .