Start from: The Easilys menu.
BUSINESS NEEDS
The "Supplier invoices" screen allows you to manage all invoicing, both purchase invoices and credit notes, from your suppliers. It is possible to manage invoicing for each site and/or from a root site.
GENERAL INFORMATION
There are 2 types of invoices:
- IR (Invoice Received): this is the "theoretical" invoice that the client expects from their supplier
- SI (Supplier Invoice): this is the actual invoice sent by the supplier
Before even recording a Supplier Invoice (SI), it is possible to record an Invoice Received (IR). This allows you to compare the IR to the SI to check that the products, quantities, and amounts match what was expected. When a receipt is validated, an IR is automatically generated.
There are 2 types of invoices:
- Supplier purchase invoice
- Supplier credit note
An invoice can be:
- Invoice detailed by product, where the body of the invoice consists of:
- A table listing the invoiced products (products, quantity, unit price, amount)
- A table listing analytical groups excluding products (e.g., delivery costs ...)
- A table of the different VAT rates
- Analytical invoice not detailed by product, where the body of the invoice consists of:
- A table of analytical groups corresponding to the invoiced products
- A table listing analytical groups excluding products (e.g., delivery costs ...)
- A table of the different VAT rates
An invoice can have different origins:
- Receipt: the purchase invoice was generated automatically upon validation of the receipt or was created manually
- Stock transfer: the purchase invoice was generated automatically upon validation of the stock transfer shipment or was created manually
- Claim: the credit note was generated automatically upon validation of the receipt that includes a claim or was created manually
- Other: the invoice was created manually
An invoice can be recorded in different ways:
- by an automatic flow (e.g., upon validation of a receipt, an IR is recorded automatically)
- by an EDI exchange (Electronic Data Interchange)
- by an interface (custom development)
- by a user manually
There are several possible statuses depending on whether it is a purchase invoice or a credit note and whether it is an IR (Invoice Received) or a Supplier Invoice (SI):
| STATUSES OF AN INVOICE RECEIVED (IR) | PURCHASE INVOICE | CREDIT NOTE | Explanations |
| Pending | X | Awaiting supplier's agreement to confirm a credit note | |
| To be received | X | X | Awaiting the supplier's invoice |
| Refused | X | The supplier has refused the credit note | |
| Canceled | X | X | The invoice to be received is canceled and kept in history |
| STATUSES OF A SUPPLIER INVOICE (SI) | |||
| To be validated | X | X | The supplier invoice is awaiting control and approval for payment |
| In dispute | X | X | The supplier invoice is subject to an ongoing dispute with the supplier |
| Validated (approved for payment) | X | X | The supplier invoice has been approved for payment |
| Partially settled | X | X | The supplier invoice has been partially paid |
| Settled | X | X | The supplier invoice has been fully paid |
| Canceled | X | X | The supplier invoice is canceled and kept in history |
Supplier invoice management is done from two main screens:
- a list screen that allows you to see all invoices matching the selected filters
- an invoice consultation screen with two tabs:
- A "General Information" tab summarizing the general information of the IR and/or SI
- A "Details" tab displaying all invoice details (products, quantities, amounts) at the IR and/or SI level
FUNCTIONAL SCOPE
SEARCH FUNCTION (Invoice list screen)
Search can be performed on:
- the IR number (Invoice Received)
- the SI number (Supplier Invoice)
CREATE (Invoice list screen)
Creating a new IR and/or a new SI is done from the screen displaying the list of invoices.
Rules:
- If the option "The delivery note also constitutes the supplier invoice" is enabled for the supplier, an IR and an SI are created automatically upon validation of the receipt note. If this option is not enabled for the supplier, only an IR is created.
- The management period is determined based on the date of the IR and then the SI. When creating the IR or SI, if the management period including the invoice date is closed, then the next open period is selected
MERGE IRs (Invoice list screen)
Merging consists of creating a new IR from at least two IRs. The data from each IR is then used to create a new IR.
Business case: as an IR is generated with each receipt validation, if the supplier sends, for example, only one monthly invoice, simply merge all the IRs for that supplier for the month to get a complete summary of the expected invoice. Once merged, the IR is linked to the SI for reconciliation.
- Only IRs can be merged with each other (it is not possible to merge an IR with an SI)
- Only IRs from the same supplier can be merged
- If there are several IRs with the same supplier product, the different lines for this supplier product are merged if the supplier product is strictly identical with the same unit price
Note: under certain conditions, it is possible to unmerge a merged IR
UNMERGE IRs (Invoice screen)
Unmerging an IR consists of retrieving the original IRs that were merged.
- Only a merged IR can be unmerged
- An IR linked to an SI cannot be unmerged (the IR must be unlinked from the SI before it can be unmerged)
RETURN TO VALIDATION (Invoice screen)
For an SI with the status "Validated", the "Return to validation" button allows you to revert the status to "To be validated" so you can modify the content of the SI.
RECONCILIATION / MATCHING OF INVOICES (Invoice screen)
In the invoice details, a reconciliation column shows the quantity and amount differences between the IR and the SI.
It is possible to manually match each line of an IR and/or SI. Matching allows you to indicate three possible states:
- Not matched (empty box)
- Compliant (green check)
- Non-compliant (red check)
No management rule is associated with the different matching states. It is simply a visual aid to facilitate matching.
LINK (Invoice list screen)
Linking invoices consists of linking an IR with an SI to have all the information on a single screen for comparison (products, quantities, unit price) between what was expected (displayed in the IR) and what was actually invoiced (displayed in the SI) to finally declare the invoice as "Validated (approved for payment)" or "In dispute".
- Only one IR can be linked to one SI (see the MERGE IRs action if needed)
- The IR and SI must be from the same supplier to be linked
- The IR must have the status "To be received" to be linked to an SI
- The SI must have the status "To be validated" to be linked to an IR
EXPORT (Invoice list screen)
Exporting invoices allows you to generate a .csv file containing all invoices matching the selected criteria. The file can then be read by an accounting application, for example, to integrate the invoices.
The .csv file has the following structure:
- PURCHASE JOURNAL:
- "ACHT" to define that it is a purchase invoice
- "AF" to define that it is a credit note.
This coding is (for now) mandatory.
- INVOICE DATE: invoice date.
- INVOICE NUMBER: invoice number.
- GENERAL ACCOUNT: depending on the accounting nature of the line:
- the general supplier accounting code must be entered beforehand in the "General account: supplier" in the site settings.
- the purchase accounting code must be entered beforehand on the analytical groups administration screen. Note that the displayed accounting code depends on the site's activity specified in the site settings:
- If the site's activity is "On-site production" then the "On-site production - Stocked purchases" accounting code is entered
- If the site's activity is "Supply / Trading" then the "Supply/Trading - Merchandise purchases" accounting code is entered.
- the VAT accounting code must be entered beforehand in the VAT administration window
- AUXILIARY ACCOUNT: accounting code for each supplier entered on each supplier record
- ANALYTICAL SECTION: analytical code for the site entered in each site's settings
- INVOICE LABEL: the label is automatically composed of the supplier's name followed by the invoice number.
- DEBIT: invoice debit amount(s)
- CREDIT: invoice credit amount(s)
- CURRENCY: supplier's currency (entered when setting up the environment)
- PAYMENT METHOD: invoice payment method
- DUE DATE: invoice due date
DOWNLOAD (Invoice list screen)
This function allows you to download the list of invoices and the information displayed on the screen.
CONFIGURE (Invoice list screen)
This function allows you to configure the display of the table columns.
RECORD THE SUPPLIER INVOICE (Invoice screen)
From a recorded IR, it is possible to generate an SI identical to the IR. After generation, you can make any necessary changes to the IR and/or SI.
To generate an SI from an IR, the following fields are mandatory:
- Invoice number
- Invoice date
GENERATE A CREDIT NOTE (Invoice screen)
This function allows you to generate a credit note matching the purchase invoice.
DELETE AN INVOICE (Invoice screen)
Deleting an IR or an SI is a permanent deletion from the database. There is therefore no trace of the invoice after deletion.
- It is impossible to delete a merged IR
- Deleting an IR is permanent (there is no trace of the invoice in the database)
- The SI must have the status "To be validated" to be deleted
- Deleting an SI is permanent (there is no trace of the invoice in the database)
Note: To keep an invoice in history, use the cancel invoice action.
CANCEL AN INVOICE (Invoice screen)
Canceling an IR or an SI allows you to keep the invoice in history but declare it as canceled.
- It is possible to cancel an IR
- It is impossible to cancel a merged IR (you must unmerge the IR and then cancel each IR)
- It is impossible to cancel an IR linked to an SI (you must unlink the IR from the SI to cancel the IR)
- It is possible to cancel an SI
- It is impossible to cancel an SI linked to an IR (you must unlink the SI from the IR to cancel the SI)
Note:
- Once canceled, whether for an IR or an SI, it is not possible to uncancel.
- To not keep the invoice in history, use the delete invoice action.
FILTERS
INVOICE LIST SCREEN
Many filters are available to limit the list of invoices according to the selected filters.
REPORTS
INVOICE LIST SCREEN
- Purchase journal
- Purchase journal by analytical group from invoices
- Purchase journal received by site
- Consumption journal by analytical group
- List of invoices
- Invoice statement
Depending on the report, filters are offered to refine the desired result.
