The content of this article is aimed at Suppliers using Purchase-to-Pay (formerly known as Trade Simple).
Invoices can be raised at two key points, before or after proof of delivery has been obtained.
The former means that an invoice is generated for the order, regardless of what is signed for at the point of delivery. This may lead to credits being requested. The latter means that an invoice is only raised for the goods that have been signed for, and as such does not invoke credits.
Invoices Raised Against Good Received Notes
Invoicing from proof of delivery is known as ‘Clean Invoicing’. Once a delivery has been received by a customer, the status will change to ‘Delivered’ or ‘Delivered with Revisions’ if there were items not delivered as detailed on the delivery note. The ‘Goods Received Note’ is stored in the message thread, should it be necessary to view it.
- Select Invoice on the required order to bring up the Invoice Screen, seen in Fig.2
- Populate all mandatory fields (listed in Bold)
Invoices Raised Against a Purchase Order, Confirmation or Delivery Note
To raise an invoice prior to proof of delivery being received, follow the same steps listed above. The only difference will be the status of the thread at the point of invoicing.
Invoices can be raised against threads at any stage, however, some customers prefer that clean invoicing is used. This reduces the need for credits to be requested.
As invoices sent through Purchase to Pay are electronic copies of the paper invoices issued, they must match those paper invoices exactly. This is true for all references, amounts and totals. Discrepancies between the two may be seen as fraudulent activity.
There also an option in Property Administration called Auto Match Electronic Invoices.
Fig.3 - “Auto Match Electronic Invoices” enabled
If the Auto Match Electronic Invoices option is enabled and there is no “Difference”, the electronic Invoice will be auto-applied.
Fig.4 - An Invoice that is Auto Applied
It is also visible from the Receiving Corrections screen that the Invoice is applied, so the user could check if the invoice was auto-applied without opening the detailed screen.
Fig.5 - Receiving with auto-applied Invoice