About processing invoices with stock and non-stock items

In Visma.net ERP, you can set up the following order of processing purchase orders in which the invoices are generated after the goods and services have been received from the suppliers.

Generating invoices bases on purchase receipts

To set up the workflow of successive processing of purchase orders, receipts, and invoices, you can use the Create invoice on receipt release check box in the Purchase order preferences (PO101000) window, which provides the default value for the Create invoice check box in the Purchase receipts (PO302000) window.

If such a check box is selected for a purchase receipt, a invoice will be generated automatically once the purchase receipt is released.
If the Create invoice check box is not selected for a purchase receipt, you can create a invoice manually for each receipt by clicking Actions - Enter an invoice in the toolbar of the Purchase receipts (PO302000) window.

Alternatively, you can create invoices in the Leverantörsfakturor (AP301000) window by adding purchase receipts (for stock items and non-stock items requiring receipt) and purchase orders (for non-stock items that do not require purchase receipts) or only specific lines from purchase receipts.

If the Customer and supplier discounts functionality is enabled in your system, then when you create a invoice based on purchase receipt lines, purchase receipts, and purchase orders, supplier discounts that were originally applied to the purchase orders or purchase receipts are recalculated proportionally to the partial amounts in the invoice.

In your organisation, if invoices are received from suppliers and entered the system before the goods arrive or invoices are imported from a third-party system, you must link them to existing purchase receipts or to purchase orders depending on the type of items before you can release them. In this case, you can establish a workflow in which at certain stage you link the lines in existing invoices to lines in existing purchase receipts or purchase orders.

Linking invoices to receipts

To be able to link invoice lines to the lines of corresponding purchase orders and purchase receipts, make sure that for the invoices the VAT settings option is selected in the VAT calculation mode field on the Financial details tab of the Leverantörsfakturor (AP301000) window.

If the Customer and supplier discounts functionality is enabled in your system, supplier discounts applied to the invoice are not recalculated when you link the invoice lines to the lines of purchase receipts or purchase orders.

The major stages of this workflow of processing purchase orders, receipts, and invoices with stock items are described in the sections below.

Your organisation creates purchase orders of the Normal type as required by its purchasing policies by using the Purchase orders (PO301000) window.
On a purchase order, you can list the stock and non-stock items to be purchased from the particular supplier.

You can import the invoices from a third-party application or you can enter invoices received from the suppliers by using the Leverantörsfakturor (AP301000) window.

Stock and non-stock items may be listed in a invoice.

When you add a stock item to a invoice, the system displays a message that warns you that the line should be linked to a purchase receipt before the invoice can be released.

You create or import invoices with the On hold or Balanced status.
You can not release a created invoice until you link each line with a stock item to an appropriate line in a purchase receipt.

You can create purchase receipts for a purchase order by clicking the Enter purchase receipt action in the Purchase orders (PO301000) window.
Alternatively, purchase receipts that are not based on purchase orders can be created in the Purchase receipts (PO302000) window.
You can add to a purchase receipt stock items, non-stock items that require receipt, and non-stock items that do not require receipt.
When you create a purchase receipt, make sure the Create invoice check box is cleared; otherwise, you will not be able to link this receipt to an existing invoice.

You can release purchase receipts one by one by clicking Release in the Purchase receipts (PO302000) window.
Alternatively, you can release multiple receipts at the same time by using the Release purchase receipts (PO501000) window.
When purchase receipts that include stock items are released, inventory receipts are generated.

By using the Leverantörsfakturor (AP301000) window, you must link each line of a invoice with a stock item to a line of a released purchase receipt.
If the invoice includes non-stock items, you also can link the lines with non-stock items to the lines of released purchase receipts or open purchase orders, depending on the type of non-stock items.

To link all lines of a invoice to purchasing documents, perform the following steps:

1. For each line of the invoice, do the following:
   1. Select a invoice line on the Document details tab.
   2. Click Link line in the table toolbar. The Link line dialog box opens.
   3. For a stock item or for a non-stock item that requires receipt, review the list of purchase receipt lines with the same item and the same or a smaller quantity measured in the same UoM.
      
      For matching lines, the system searches among the receipts of the same supplier, in the same currency, with the same supplier location.
      
      Select the matching receipt line.
   4. For a non-stock item that does not require receipt, review the lines of purchase orders with the item and the same or a smaller quantity measured in the same UoM.
      For matching lines, the system searches among the orders of the same supplier, in the same currency, with the same supplier location. Select the matching line.
      If no matching line is found, select the Purchase receipt selection mode and review any listed purchase receipt lines with the item.
      Select the matching purchase receipt line.
   5. Click Save in the dialog box to save the link and close the dialog box.
2. Click .

Information about the linked documents appears for each linked line of the invoice on the Document details tab of the Leverantörsfakturor (AP301000) window (in the Purchase order type, Purchase order number, Purchase order receipt no., and Purchase order receipt line columns).
While the invoice is unreleased, you can cancel the established links and link the invoice lines to other documents if needed.