This article details the process to complete an invoice export. By reconciling invoices on FnB Manager, a business can create a file of the data relating to each transaction.
Importing this file into the accounts system saves time inputting invoices, and ensures accuracy within the accounts payable process. It also means that supplier purchases in FnB Manager and the accounts system can be easily cross-referenced should any discrepancies occur.
To export invoice data, each delivery that is received needs to have a delivery note reference and invoice number recorded against it.
- Select a pending delivery from the Stock Management screen
- Deliveries received with only a delivery note should be Approved
- Deliveries received with an invoice on delivery should be Approved and Marked for Export once reconciled
Upon receipt of goods, ensure the following are checked:
- Quantity (and Value) - The system needs to match the physical delivery notes/goods delivered, and the quantity of goods received into stock must be accurate. The system needs to match the physical invoice (if an invoice has been received on delivery and is reconciled at site) and variances in cost need to be accounted for. If appropriate, a supplier return and credit note can be requested
- Date - The delivery/invoice date should be the actual date of delivery to ensure that the system updates the stock on hand correctly and attributes the cost to the correct stock period. The invoice date which is entered must be as per the document to ensure the invoice is posted to the correct financial period
- Reference - The delivery note/invoice reference must be entered correctly
Only invoices which have an invoice number recorded can be marked for export and then successfully exported from Enterprise to an accounts package.
To reconcile deliveries which receive an invoice at a later date:
- Go to the Stock Management screen. Under Actions in the left hand toolbar select Invoice Recon
- In the pop-up window make the following selections
- Date Range or Stock Period
- Change the Status to Approved
- Select Search
Fig.4 – Invoice/Credit Reconciliation Fields
All deliveries and credits will be listed
- Use the Cost, Date or Delivery Note Reference to identify the delivery to be reconciled
Fig.5 - List of Non-Reconciled Documents
- Choose the delivery to be reconciled by selecting the Effective Date
- Add the Invoice Number and Mark for Export
- If the value of the invoice is not as per the system, select Re-Open to amend the details of the delivery to ensure that the system matches to the invoice
Please see the following article on Receipting Deliveries for more details on the process - P2P&I - P2P Receipting.
Please note: If the value of the document is different, this can be amended as usual if the document is within the current stock period. If the invoice has been receipted after the approval of the previous period, then a separate process must be followed.
Fig.6 – Invoice number and Mark for Export
The invoice will now show as marked and can be exported on Enterprise to link to accounts.
There is an additional functionality available on FnB which allows suppliers to submit electronic invoices rather than a paper copy, reducing the amount of paperwork received and errors in processing of invoices. Electronic invoice documents are only available on FnB for certain suppliers. Please contact Fourth for any further details.
Adjusting Invoice Values in an Approved Stock Period
To enable previous invoices to be adjusted, it is possible to update an invoice amount even when a period is closed. This should only be used in emergencies.
It should be noted that:
- Using the method below will only update the total amount exported. The change will not affect purchases or cost of sales figures on FnB Manager. There will be a difference between what is exported and what is reported in FnB Manager
- All users have access to this functionality by default. Any user adjusting an invoice must make a note of what they have done. There is currently no method of making a note on an approved transaction
- Any change is monetary only. Approved stock quantities cannot be altered in any way
- This is not a substitute for proper receipting of deliveries. Overuse of this method will cause significant stock variances
Adjusting an Invoice Export
- Select the transaction to be changed using the Invoice/Credit Recon or Search Facility
The transaction must be approved for the functionality to be available. A pending goods receipt note will need to be approved with an appropriate date in the current stock period.
On an approved transaction, the 'Invoice' tab is now visible
This allows adjustments to the exported amounts of the invoice within a tolerance level which can be defined. This is usually set to 10% in Enterprise Manager, meaning there is a 10% variance between the invoice and delivery totals.
- Update the Invoice Totals
Fig.7 – Invoice Totals
Enterprise Process for Completing the Invoice Reconciliation
- Access Enterprise and select Invoice Reconciliation – which will show as the last item on the left hand tool bar, seen in Fig.8
It is possible to specify which invoices will be exported.
- Select the following
- Date range
The status option will default to Marked for Export. Only documents which are marked for export will be included on the export file to be imported into an accounts package.
Fig.9 – Invoice Reconciliation Fields
- Select the Blue Arrow
This will filter the system as per the previous selections and list the relevant invoices.
- Select the documents to be exported and ensure that they are filtered on screen
- To export these invoices, select Export all Filtered, as seen in Fig.11
Fig.11 – Export all filtered Selection
The system will generate the file containing the selected invoices and the relevant information.
- Once generated, Save the file
It is possible to open the file in Excel, but doing so will result in any dates from 1st to 9th losing their “0”, and any other leading zeros in the export file will be lost.
This will potentially invalidate the date format or result in incorrect document references. Therefore, it is advisable that the file is saved. It can then be imported to the relevant accounts package.
Documents which have been successfully exported will no longer show within the list when the page is loaded as the default status is ‘marked for export’.
If documents have been exported in error, then it is possible to recall these invoices.
This may be if an incorrect supplier has been included in the export or if the incorrect date range has been selected.
To do so:
- Input the same Date Range
- Change the status to Successfully Exported
- Select the Blue Arrow
This will recall the exported documents. The status will show as 'Successfully Exported'.
- To make these invoices Marked for Export, tick the boxes next to each required document
- Then select Mark Selected
The status of these documents will then revert to Marked for Export.
- If the exported file has not been saved or needs to be recalled, then select the Invoice Export Batches option
- All exported batches will be listed and can be re-exported by selecting the Re-Export Batch link