Invoices

Last modified on 2022/11/08 13:22

Definition

An invoice may be edited to pay:

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

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

          Invoice.png

TabUpdateRules_After2016Versions

Create a new item Delete an item or association with a related item

Run the New wizard at the top of the tab

Fundamentals - Form - New wizard.png

Move the cursor over the corresponding item and click Trash icon.png

Fundamentals - Form - Delete wizard.png

Alphabetical order of the tabs

QuickAccess

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 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.

History of Changes

HistoryOfChangeTab

List of all modifications made to the form of the current object. 

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 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.

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.

Wizards

Enter a Credit Note

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