Invoices


Invoicing consists of defining different types of invoices to pay:

This process should not be confused with the charge back process which is an internal process carried out between the company's cost centers.

Notes

Caution

  • You must add credit notes as common expenses by entering a negative amount. The Enter a Credit Note wizard is used to define a credit note for information purposes only.

Screen description

 Invoice.png

Menu access: Transition or Strategy > Invoices > Invoices

Invoice Number: Supplier invoice number.

Invoice Date: Supplier invoice date.

Internal Invoice Number: Internal invoice reference number.

Amount: Total invoice amount.

Supplier: Name of the supplier associated with the invoice (beneficiary).

Manager: Name of the manager who booked the invoice in accounting.

Accounting Number: Accounting number identifying the invoice.

Accounting Date: Date on which the invoice was booked in accounting.

Note

Note: Comments on the request. You can also add images or tables using HTML tags.

 

List of tabs

         Invoice tabs.png

Details: List of all invoiced items, e.g. items related to an order of equipment, software or consumable, contract-related items, common expenses irrespective of whether or not they are listed in the Common Expenses Catalog.

  • Select the other tabs to display the details for each of these items.
  • Click Edit icon.png next to an item to modify the quantity invoiced or the analytical cost allocation.
  • Click Delete icon.png next to an item to delete the invoice detail.
    • The analytical cost allocation will automatically be refreshed.
    • If it is an item of equipment, software or consumable, the order will appear again in the Pending Invoices screen.
    • If it is a contract, scheduled and invoiced periods will automatically be refreshed.

Orders: List of orders in the invoice.

  • Update: In the Pending Invoices screen > Invoice wizard.

Deliveries: List of orders in the invoice for which a quantity has been received (equipment, software or consumable).

Equipment: List of equipment ordered for which a quantity has been invoiced.

  • There is one row for each asset tag specified at delivery.
  • Update: In the Pending Invoices screen > Invoice wizard.

Licenses: List of licenses ordered for which a quantity has been invoiced.

  • There is one row for each license code specified at delivery.
  • Update: In the Pending Invoices screen > Invoice wizard.

Contracts: List of contracts in the invoice for which an amount has been invoiced (with or without scheduled periods).

  • Update: Run the Invoice wizard in contracts for invoicing without contract periods. Alternatively, use the Contract Periods screen for invoicing with contract periods. You can use the list of invoices for invoicing common expenses only.

Consumables: List of consumables ordered for which a quantity has been invoiced.

HistoryOfChanges

History of Changes: List of all modifications made to the form of the current object. 

Procedure and Wizards

How to define an invoice

1. Create the type of invoice you need.

  • Invoice related to an order:
    • Select Transition or Strategy > Invoices > Pending Invoices in the menu.
    • Select the order items to invoice and run the Invoice wizard.

Note:

  • Only orders partially or completely received will appear.
  • If the invoice number corresponds to an invoice already defined for the supplier, the existing invoice will appear. New invoice details will be added to existing ones.
  • Invoice for a contract, unrelated to an order:
    • For payments with scheduled contract periods:
    • For payments without contract periods:
      • Select Transition > Assets > Contracts in the menu.
      • Select the relevant contract and run the Invoice wizard.
  • Invoice for equipment or a license, unrelated to an order:
  • Invoice for common expenses, unrelated to an order:
    • Select Transition > Invoices > Invoices in the menu.
    • Click Add icon.png.

Note: If the invoice number corresponds to an invoice already defined for the supplier, the existing invoice will appear. New invoice details will be added to existing ones.

2. Specify the invoice details. 

  • You can click [ + CATALOG REFERENCE ] to add common expenses automatically or you can click [ + SIMPLE DATA ENTRY ] to add them manually.
  • If you need to add credit notes, click [ + SIMPLE DATA ENTRY ] and add new rows for common expenses. Enter a negative amount.
  • Specify the analytical cost allocation for each invoice detail.

3. Click [ RECALCULATE ] to refresh invoiced and total amounts if you modified the quantity or unit price.

4. Click [ FINISH ]. The Invoice form will be created.

Wizards

Enter a Credit Note

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Last modified by Unknown User on 2018/02/14 09:12
Created by Administrator XWiki on 2018/02/14 09:12

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