Learn how to manually create a New Invoice.
PurchasePlus users can create a new Invoice and manually add in all the Invoice information (for example, the Product and Unit Price), so you have a digital, programmatic record of an Invoice received from a Supplier that can then be matched to a Purchase Order, reconciled, approved, and exported to an external accounting system.
Conversely, if you have a PDF copy of the Invoice, you can send that Invoice to PurchasePlus, so our software can scan that Invoice into the system, and automatically create the Invoice from the PDF. This is an optional feature called the Paperless Invoicing module, and must be enabled in your account by PurchasePlus.
This article is about the former method of Invoice creation - that is, manually creating the Invoice by direct data entry.
Manually Create a New Invoice
1. Select [Invoices] → [New Invoice] from the side navigation bar. You will only see this option if you have the appropriate permission (which is called 'Manage Invoices and Credit Notes'). If you do not see this option, please speak with an Administrator at your Organization and ask to have this permission enabled.
2. Complete all the applicable fields for the New Invoice and click [Create Invoice]. You can modify the Invoice Tax and Invoice Totals after the Invoice has been created.
3. Once the Invoice is created, you will arrive in the Invoice and find that it will initially contain zero line items. Click [Add Invoice Line] to add one or more Invoice Lines to your Invoice.
a. You can [Search by Name or Brand],
b. Use [Advanced Product Search], or
c. [Create a New Product] if needed.
We recommend using Advanced Product Search to ensure you are adding the correct product to your Invoice.
4. Complete the Invoice line item fields, then click [Add Invoice Line].
Match Invoice to Purchase Order
1. If applicable, you will need to match a Purchase Order to your Invoice. Click [Find and Match] Purchase Order, to match the Invoice to the appropriate Purchase Order.
2. Select [Match] the correct Purchase Order, then click [Apply Match].
Please see our Match a Purchase Order to an Invoice article to learn more about matching Invoices and Purchase Orders.
Review Invoice Flags
Depending on how your Organization has been configured, Flags may be raised on the Invoice (or on each Invoice line), and these may be required to be resolved before the Invoice can progress to the Reconciled state and be eligible for Export. For example, there may be an unacceptable discrepancy between the Unit Price on the Invoice and the corresponding line on the matched Purchase Order.
After addressing all the Flags on the Invoice, you will be able to choose whether to mark the Invoice as Reconciled or Flagged. If you have the option to mark the Invoice as Flagged, it will need to undergo a review and approval process by another user within your Organization in order to progress to the Reconciled state. On the other hand, if you have the option to mark the Invoice as Reconciled, it means that you have successfully addressed all the Flags and you are able to progress the Invoice directly to the Reconciled state.
Once in a Reconciled state, yourself or another user from your Organization can decide that the Invoice is ready to be Exported to your external accounting platform.
See our Approve an Invoice article to learn more about reviewing and approving flagged Invoices.