Process purchase invoices

In Visma Net, a purchase invoice is created for each incoming invoice from a supplier.

  • You can enter an invoice by using the Purchase invoices (AP301000) window.

  • Invoices can be automatically generated when receipts are released in the Purchases workspace if the Create invoice on receipt release check box is selected in the Purchase order preferences (PO101000) window.

  • If the Inventory module is not enabled in your system, you can enter a invoice in the Supplier ledger workspace with only non-stock items.

  • If the Inventory module is enabled, an invoice may include lines with stock and non-stock items.

  • An invoice must contain at least one detail line. It is recommended to include all available details from the original supplier document in the invoice.

  • To create an invoice, use the Add purchase order receipt, Add purchase order receipt line, and Add purchase order buttons in the table toolbar. These buttons are located in the Document details tab of the Purchase invoices (AP301000) window and allow you to upload lines from receipts and purchase orders directly to the invoice.

  • When you click Add purchase order, a dialog box appears, displaying a list of uninvoiced purchase orders. These orders have lines with non-stock items that do not require a receipt, as indicated by the unchecked Require receipt box in the Non-stock items (IN202000) window.

  • Upon saving an invoice for the first time, the system automatically assigns it a unique ID for tracking purposes. This ID is generated based on the number series assigned to invoices in the Supplier ledger preferences (AP101000) window.

  • The system automatically calculates due dates and cash discount dates for each invoice, based on the supplier payment terms specified in the Suppliers (AP303000) window.

  • You can attach to each invoice an electronic version or a scanned image of the original supplier document.
    Also, you can attach a related document to each line of the document.

To easily match supplier ledger documents and avoid duplications, ensure that invoices include a reference to the supplier's original document number. You can make this reference mandatory by selecting the Require supplier reference check box in the Supplier ledger preferences (AP101000) window. To prevent users from entering duplicate documents, select the Raise an error on duplicate supplier reference number check box in the same window. The system will then display an error message each time a user attempts to enter a supplier reference number that already exists in the system.

When the Invoice rounding functionality is activated in the Enable/disable functionalities (CS100000) window and rounding settings are configured in the Supplier ledger preferences (AP101000) window, the system will automatically round the total invoice amount upon saving. For more information, refer to: About rounding of document amounts.

If expense reclassification is a separate stage of document processing in your system, you can set up the workflow so that the users who enter invoices into the system will pre-release them, and later the authorised accountants will perform expense reclassification, or assign correct expense accounts (and subaccounts) and finally release them.
For more information, see:About support for expense reclassification

Each invoice has one of the following statuses, which tells you its stage in processing:

Option Description
On hold Generally, this status is used for an invoice that is a draft.
This is the default status for new documents if the Hold documents on entry check box is selected in the Supplier ledger preferences (AP101000) window.
An invoice with the On hold status can be edited.

 
Balanced After editing is completed, you take the invoice off hold, thus changing its status to Balanced. If the Validate document totals on entry option is selected in the Supplier ledger preferences (AP101000) window, you can take the invoice off hold only if you type the document control total.
Pre-released The status indicates that the invoice has been pre-released and requires expense reclassification.
(This status is used only if the Support for expense reclassification functionality is activated.)
Open This status means that the document has been released (and approved, if required).
Closed This status reflects that the document has been paid.
Scheduled This status indicates that the document is assigned to a schedule, and a new document that is similar to the original one is generated periodically.

To release invoices in bulk, use the Release supplier documents (AP501000) window. For individual invoices, use the Purchase invoices (AP301000) window.

A batch created upon release of the invoice is numbered in accordance with the number series assigned to the batches originating in supplier ledger.

If approval of invoices is not required in your system, all invoices, upon release, appear in the Process payments (AP50301S) window and you can pay them.

If approval of invoices is required before invoices may be paid, then upon release, the invoices appear in the Approve invoices (Approval) (AP50200S) window, from which you can approve them.
Approved invoices appear in the Process payments (AP50301S) window and you can pay them.

Once released, a supplier ledger document cannot be edited or deleted; to correct it, you can issue an adjustment.

Before you save the adjustment, type another Supplier reference value if the Raise an error on duplicate supplier reference number option is selected in the Supplier ledger preferences (AP101000) window.

You can pay invoices individually by using the Supplier payments (AP302000) window or in bulk in the Process payments (AP50301S) window.

For details on payments, see: About supplier ledger payment processing