Invoices
Definition
An invoice may be edited to pay:
- Orders of assets, e.g. equipment, licenses or consumables related to requests.
- Equipment, licenses or contracts, unrelated to orders.
- Scheduled contract periods.
- Common expenses.
EndDefinition
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
- This applies to all requests, i.e. service requests, change requests and investment requests.
- Each invoice is linked to a single supplier.
- You can enter credit notes when goods are returned or when a discount or rebate is granted as a gesture of goodwill.
- Common expenses can be added in the Common Expenses Catalog or via manual data entry.
- Each invoiced item is broken down by analytical cost allocation.
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.
Menu access
Financial Management > Invoices > Invoices
Description of tabs
TabUpdateRules_After2016Versions
Click to see the general principles for updating tabs.
| Create a new item | Delete an item or association with a related item |
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Run the New wizard at the top of the tab
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Move the cursor over the corresponding item and click
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Alphabetical order of the tabs
QuickAccess
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Invoice Details
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 current object. You can also add images or tables using HTML tags.
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
next to an item to modify the quantity invoiced or the analytical cost allocation. - Click
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.
- Update: In the Pending Invoices screen > Invoice wizard.
History of Changes
HistoryOfChangeTab
List of all modifications made to the form of the current object.
- The fields taken into account are defined using rules in the history of changes.
Procedure and Wizards
How to define an invoice
Step 1: Create the type of invoice you need.
Invoice related to an order
1. Select Financial Management > Invoices > Pending Invoices in the menu.
2. Select the order items to invoice.
Notes:
- 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.
3. Run the Invoice wizard.
Invoice for a contract, unrelated to an order
For payments with scheduled contract periods:
1. Select Financial Management > Invoices > Contract Periods in the menu.
2. Select the contract periods for a given supplier.
Note: Only contract periods to invoice will appear.
3. Run the New Invoice on Payment Schedule wizard.
For payments without contract periods:
1. Select Service Transition > Assets > Contracts in the menu.
2. Select the relevant contract.
3. Run the Invoice wizard.
Invoice for equipment or a license, unrelated to an order
1. Select Service Transition > Assets > Equipment or Licenses in the menu.
2. Select the relevant asset.
3. Run the Invoice wizard.
Invoice for common expenses, unrelated to an order
1. Select Service Transition > Invoices > Invoices in the menu.
2. Click 
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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.
Step 2: Specify the invoice details.
1. Create all invoice details.
2. (Optional) Click + Catalog Reference to add common expenses automatically or click + Simple Data Entry to add them manually.
3. (Optional) Click + Simple Data Entry to add common expenses. Enter a negative amount.
4. (Optional) Specify the analytical cost allocation for each invoice detail.
5. (Optional) Click Recalculate to refresh invoiced and total amounts if you modified the quantity or unit price.
Step 3: Save the invoice.
1. Click Finish.