Supplier invoices

1C:Drive helps you register, process, and analyze incoming supplier invoices.

A supplier invoice is a step in the procurement process where a supplier requests payment for goods and services that they provided to you. Supplier invoices can arise from your purchase orders.

In the procurement process, you can choose between the following purchase types:

Direct purchasing when you buy goods, raw materials, and services for your sales or production.
Subcontracting when you buy goods that a subcontractor produces on their site using your raw materials.

In both cases, you register a supplier invoice when you receive goods. In a subcontractor invoice, you specify raw materials that the subcontractor has consumed.

You can register a purchase as one of the following:

A contract purchase. You register a supplier invoice with a direct reference to a supplier contract. Its billing terms determine supplier invoice prices and payment terms.
An off-contract purchase. You register a supplier invoice without a direct reference to a supplier contract. Supplier settings determine supplier invoice prices and payment terms.

You can process supplier invoices as you need. To learn more, see Supplier invoice workflows.

Before you begin registering your supplier invoices, configure the purchase settings.

To register and process supplier invoices, use the Supplier invoices list where you can:

View supplier invoices
View supplier invoice transaction records
Monitor supplier invoice statuses
Monitor not invoiced purchase orders
Create supplier invoices
Post supplier invoices
Invoice multiple purchase orders
Generate print forms

For supplier invoice analysis, use supplier invoice reports.

Supplier invoice workflows

Supplier invoice workflows vary depending on business needs. For example, their steps can include purchase orders, goods receipts, and tax invoices. To learn more, see Purchases overview.

The table below lists the mandatory steps of supplier invoice workflows and the tools that support them in 1C:Drive.

#	Workflow step	Tool	Supplier invoice status
1	Register supplier invoice	Supplier invoice	Unpaid
2	Make payment	Bank payment Cash voucher	Paid in part Paid in full

Configuring purchase settings

You can apply various accounting policies in your procurement process. An accounting policy for inventory transactions determines which documents register goods cost. Before you start with procurement, set one of the following policies:

Continental where a goods issue or goods receipt registers goods cost.
Anglo-Saxon where a supplier invoice registers goods cost.

When you make a purchase, you choose between direct purchasing and subcontracting. If you go for subcontracting:

To enable subcontracting, go to Settings > Purchases/Warehouse and select the Receive subcontracting services checkbox.
To use bills of materials to track materials that you provide to a subcontractor, go to Settings > Production and select the Enable Production subsystem checkbox.

Viewing supplier invoices

1C:Drive stores all supplier invoices in the Supplier invoices list. To view supplier invoices:

Go to Purchases > Purchases > Supplier invoices.

The Supplier invoices list shows supplier invoice details. The details can vary depending on the list settings. By default, the following details are available:

Payment status. A supplier invoice payment status.
Date. A creation date.
Number. A supplier invoice ID.
Supplier. A supplier name.
Amount excl. tax. The supplier invoice amount before VAT and discounts.
Tax. The total VAT amount.
Total. The total supplier invoice amount after VAT and discounts.
Warehouse. A target warehouse for goods delivery.

To quickly find certain supplier invoices:

Sort the list by any column by clicking a column header. To change the sorting order, click the header again.
Filter the list using the fields above the list. You can filter by payment status, supplier, warehouse, responsible manager, and buyer company.

To view supplier invoice details:

Double-click the supplier invoice line.

Viewing supplier invoice transaction records

When you post a supplier invoice, you register its transaction. 1C:Drive stores the transaction records in the Document register records.

You can view the records from one of the following:

Supplier invoices list
Supplier invoice card

Viewing transaction records from Supplier invoices list

To view the transaction records from the Supplier invoices list:

Go to Purchases > Purchases > Supplier invoices.
In the Supplier invoices list, select a supplier invoice.
Select More actions > Flow report.

Viewing transaction records from Supplier invoice card

To view the transaction records from a Supplier invoice card:

Go to Purchases > Purchases > Supplier invoices.
Double-click a supplier invoice.
Click .

Monitoring supplier invoice statuses

You can monitor payment status of supplier invoices in the Supplier invoices list.
To open the list, go to Purchases > Purchases > Supplier invoices.

Track supplier invoice statuses in the Payment status column. The following statuses are available:

Paid in full. You have paid for all goods and registered the related payment documents (such as bank payments).
Paid in part. You have paid for a part of goods and registered the related payment documents (such as bank payments).
Overdue. You have not paid for the goods within the payment term.

Monitoring not invoiced purchase orders

1C:Drive stores a list of not received and not invoiced purchase orders. This helps you track expected orders and quickly generate related supplier invoices upon receipt.

To view expected orders:

Go to Purchases > Purchases > Supplier invoices.
Select the Purchase orders (expected) tab.

Creating supplier invoices

You can create a supplier invoice from scratch or generate it based on a purchase order, RFQ response, or goods receipt. A generated supplier invoice has prefilled details and a link to the source document. This saves your time on data input and ensures traceability of your purchase transaction.

To create a supplier invoice:

Do one of the following:
- To create a supplier invoice from scratch, go to Purchases > Purchases > Supplier invoices and click Create.
- To generate a supplier invoice based on a source document, open the document and select Generate > Supplier invoice.
- To generate a supplier invoice based on an expected purchase order, go to Purchases > Purchases > Supplier invoices, select the Purchase orders (expected) tab, select a purchase order, and click Create supplier invoice.
Specify general details.
Specify products.
Specify services.
Allocate service costs to inventory.
Specify consumed raw materials.
Offset advance payments against the supplier invoice.
Specify payment terms.
Apply early payment discounts.
Specify additional information.
Post the supplier invoice.

Specifying general details

If you generate a supplier invoice from a source document (such as a purchase order), its general details are automatically prefilled. You can edit them.

To specify general supplier invoice details, fill in the following fields:

Field	Description
Supplier	A supplier name registered in the Counterparties catalog.
Contract	A supplier contract that determines purchase terms. When you specify a contract, its terms apply to a supplier invoice. This prefills: Prices and currency VAT rate Payment terms Early payment discounts The field is available if a supplier’s billing details include Contracts.
Base document	A source document that helps you trace where your purchase originates. It can be a purchase order, RFQ response, or goods receipt. It is automatically prefilled when you generate a supplier invoice from a source document. If a source document is a purchase order or RFQ response, this also prefills the following: Goods Prices and currency Payment terms If a source document is a goods receipt, this also prefills only goods. You can specify a base document manually and then click to import its details.
Order	A purchase order that the supplier invoice is based on. It helps you track purchases by purchase orders. It is automatically prefilled when you generate a supplier invoice from a purchase order. This prefills the following: Prices and currency Payment terms Products You can specify a purchase order manually and then click to import its details.
Invoice type	The following invoice types are available: Invoice Zero invoice Advance invoice
Number	A supplier invoice ID. You can find supplier invoices by number in the Supplier invoices list. It is automatically generated when you post a supplier invoice.
Date	The supplier invoice creation date.
Company	A buyer name from the Companies catalog. You can select another company if Manage multiple companies checkbox is selected in Settings > Company.
Warehouse	A destination warehouse from the Warehouses catalog. You can select another warehouse if Multi-warehouse accounting checkbox is selected in Settings > Purchases/Warehouse > Warehouse accounting.
Storage bin	A destination storage bin that helps you track goods location in a warehouse. The field is available if the Inventory accounting by storage bins checkbox is selected in Settings > Purchases/Warehouse > Warehouse accounting.
GL accounts	The accounts for settlements between you and your suppliers. You can select them from the Primary chart of accounts.
Prices and currency	Settings that determine the currency, price type, and VAT tax category that apply to a supplier invoice. They apply automatically in the following cases: When you select a supplier contract (for contract purchases). When you generate a supplier invoice from another document (such as purchase order).

Specifying products

When you register a supplier invoice, you specify products that you have bought. In 1C:Drive, you have the following options:

Fill in products automatically
Add products manually
Add products with the product selection tool

Filling in products automatically

To fill in products automatically, do one of the following:

Generate a supplier invoice from a base document (such as purchase order).
In a supplier invoice, specify a base document or a purchase order and click .

Products appear on the Goods tab of the supplier invoice. You can edit them. To learn more, see Managing products.

Adding products manually

To add products manually:

In a supplier invoice, select the Goods tab.
Click Add.
Specify the product details. To learn more, see Managing products.

Adding products with product selection tool

You can use the product selection tool to select products from one of the following:

Products list
Not invoiced purchase orders and not invoiced good receipts

To select products from the Products list:

In a supplier invoice, select the Goods tab.
Select Select > Goods.
Select products. To learn more, see Products selection in business documents.

To select products from not invoiced purchase orders and not invoiced good receipts:

In a supplier invoice, select the Goods tab.
Select Select > Ordered goods.
Select the product checkboxes.
Click Select.

Managing products

You can manage a product list in a supplier invoice as follows:

To add a product, click Add and specify the product details.
To recalculate prices, edit the Prices and currency settings.
To delete a product, right-click it and select Delete.

To specify product details, enter or select the following:

Field	Description
Product cross-reference	A product cross-reference including the product item number and name that the selected supplier uses. A list of product cross-references is based on the Product cross-references catalog.
Product	A product name from the Products catalog.
Variant	An option to differentiate between product characteristics such as color or size. Select a variant from the Product variants list. You can specify a variant if: The Inventory accounting by variants checkbox is selected in Settings > Purchases / Warehouse > Inventory (products). Accounting by variants applies to a product.
Batch	An option to differentiate between product batches. They are mandatory for products that you receive from a third party without transfer of ownership. For example, products that you sell on consignment. You can specify a batch if: The Inventory accounting by batches checkbox is selected in Settings > Purchases / Warehouse > Inventory (products). Accounting by batches applies to a product.
Serial numbers	An option to differentiate between product serial numbers. You can specify serial numbers if: The Use product serial numbers checkbox is selected in Settings > Purchases / Warehouse > Warehouse accounting. Accounting by serial numbers applies to a product.
Quantity	Number of product items.
Unit	A unit of measure. It is prefilled from one of the following: A product card (for off-contract purchases). A base document or purchase order. It affects a product price. If a product comes in various units, you can select another unit manually. This recalculates the product price according to the conversion rate that you set when you add product units.
Price	A product price. It is prefilled from one of the following: A base document or purchase order. A supplier contract (for contract purchases). You can edit the price. You can recalculate prices using Prices and currency settings.
Discount	A discount percent and amount. They are prefilled if you generate a supplier invoice from another document with a discount (such as a purchase order). You edit the discount percent and amount. To learn more about discounts, see Discounts. The discount amount is in the supplier invoice currency (specified in the Document field of the Prices and currency settings).
Amount	The amount of money to be paid for a product. The amount is after the discount and before the VAT (if it is applied according to a company's accounting policy). It is in the supplier invoice currency (specified in the Document field of the Prices and currency settings).
Tax	A VAT rate and amount for VAT input. The VAT rate is automatically prefilled from one of the following: The product accounting details. A base document or purchase order. You can change the VAT rate here or set a VAT category in the Prices and currency settings. The VAT category determines the VAT rate. The field is available if a buyer’s company is registered for VAT. The list of rates is based on the VAT rates catalog.
Bill of materials	A bill of materials for subcontracting. It is automatically prefilled from the product card. You can select another bill of materials. It helps you quickly specify the materials consumed by a subcontractor. To learn more, see Specifying consumed raw materials.
Goods receipt	The goods receipt related to a supplier invoice. Specify it if you receive goods prior to the supplier invoice. It is prefilled automatically when you generate a supplier invoice from one of the following: Goods receipt Purchase order with a related goods receipt
GL accounts	The accounts you use for inventory accounting and VAT input. You can select them from the Primary chart of accounts.
Project / Project phase	A project or project phase that the transaction lines recorded by this document are related to. The field value is populated to documents generated from this document if they have the Project / Project phase field. The field value can be used for recording and tracking income and expenses by project or project phase. This applies if the Track income and expenses by project phase checkbox is selected in the project settings. To learn how to select a project or project phase, see Project selection tool. The field is available if the following conditions are met: The Project-based accounting checkbox is selected in Settings > Company. In this document, on the Services tab, the Allocate costs to inventory checkbox is cleared. The Project / Project phase field position is set to In tabular section in the document settings (More actions > Settings). The project list is based on the Projects catalog.

Specifying services

When you register a supplier invoice, you specify services that you have ordered. In 1C:Drive, you have the following options:

Fill in services automatically
Add services manually
Add services with the service selection tool

Filling in services automatically

To fill in services automatically, do one of the following:

Generate a supplier invoice from an RFQ response or purchase order.
In a supplier invoice, specify a base document or purchase order and click .

Services appear on the Services tab of the supplier invoice. You can edit them. For details, see Managing services.

Adding services manually

To add services manually:

In a supplier invoice, select the Services tab.
Click Add.
Specify the service details. To learn more, see Managing services.

Adding services with service selection tool

You can use the service selection tool to select services from one of the following:

Services list
Not invoiced purchase orders

To select services from the Services list:

In a supplier invoice, select the Services tab.
Select Select > Services.
Select services. To learn more, see Products selection in business documents.

To select services from not invoiced purchase orders:

In a supplier invoice, select the Services tab.
Select Select > Ordered services.
Select the service checkboxes.
Click Select.

Managing services

You can manage a service list in a supplier invoice as follows:

To add a service, click Add and specify the service details.
To delete a service, right-click the service and select Delete.

To specify service details, enter or select the following:

Field	Description
Service cross-reference	A service cross-reference including the service item number and name that the selected supplier uses. A list of service cross-references is based on the Product cross-references catalog.
Service	A service name from the Products catalog.
Quantity	Number of services.
Unit	A unit of measure. It is automatically prefilled from one of the following: A product card (for off-contract purchases). A base document or purchase order. It affects a service price. If a service comes in various units, you can select another unit manually. This recalculates the service price according to the conversion rate that you set when you add service units.
Price	A price that you can enter manually or use the automatic fill-in option. It is automatically prefilled when you generate a supplier invoice from a purchase order or RFQ response.
Amount	The amount of money to be paid for a service. The amount is before the VAT (if it is applied according to a company's accounting policy). The amount is in the supplier invoice currency (specified in the Document field of the Prices and currency settings).
VAT	A VAT rate and amount for VAT input. The VAT rate is automatically prefilled from one of the following: The VAT output field of the product card. A base document or purchase order. You can change the VAT rate here or set a VAT category in the Prices and currency settings. The VAT category determines the VAT rate. The field is available if a buyer’s company is registered for VAT. The list of rates is based on the VAT rates catalog.
Purchase order	A purchase order that a supplier invoice is based on. It helps you track your purchases by purchase orders. It is automatically prefilled when you generate a supplier invoice from a purchase order. You can select another purchase order manually.
Sales order	A sales order that a supplier invoice is related to. It helps you track your income and expenses by sales orders. The field is available if the Allocate costs to inventory checkbox is cleared.
GL accounts	The accounts for tracking service expenses and VAT input. You can select them from the Primary chart of accounts. This value determines whether you can specify Department and Line of business. To be able to specify them, select a GL account of one of the following types: Administrative expenses Revenue Work-in-process (for departments only) Manufacturing overheads (for departments only) Cost of sales (for lines of business only)
Department	A department responsible for supplier invoice processing. You can use it to track profits and losses by departments. You can specify it if the following conditions are met: The Accounting by business units checkbox is selected in Settings > Company > Departments. The Allocate costs to inventory checkbox is cleared. One of the following GL account types is selected: Administrative expenses Work-in-process Manufacturing overheads
Line of business	A line of business that a supplier invoice relates to. You can use it to track profits and losses by lines of business. You can specify it if the following conditions are met: The Accounting by lines of business checkbox is selected in Settings > Company > Lines of business. The Allocate costs to inventory checkbox is cleared. One of the following GL account types is selected: Administrative expenses Revenue Cost of sales
Project / Project phase	A project or project phase that the transaction lines recorded by this document are related to. The field value is populated to documents generated from this document if they have the Project / Project phase field. The field value can be used for recording and tracking income and expenses by project or project phase. This applies if the Track income and expenses by project phase checkbox is selected in the project settings. To learn how to select a project or project phase, see Project selection tool. The field is available if the following conditions are met: The Project-based accounting checkbox is selected in Settings > Company. In this document, on the Services tab, the Allocate costs to inventory checkbox is cleared. The Project / Project phase field position is set to In tabular section in the document settings (More actions > Settings). The project list is based on the Projects catalog.

Allocating service costs to inventory

A supplier invoice can include both goods and services. If you want to include the service cost in the goods cost, you can allocate it to the goods directly in a supplier invoice. To do this:

In a supplier invoice, select the Service tab and add services.
Select the Allocate costs to inventory checkbox.
Select the Goods tab.
Click Allocate costs and select the allocation type.

This adds the Cost allocated column with cost values calculated according to the selected allocation type.

Specifying consumed raw materials

This section and its subsections are applicable if the Engage subcontractors checkbox is available and selected in Settings > Production > Subcontracting.

If you go for subcontracting, you provide your raw materials to subcontractors. You register a goods issue to confirm the materials transfer. Then you need to track the materials consumption. So, when you receive a subcontractor’s supplier invoice, you register it and specify the consumed materials.

You have the following options to specify the consumed materials:

Add materials manually
Add materials with the fill-in tool

Adding consumed materials manually

To add consumed materials manually:

In a supplier invoice, select the Stock provided to third party tab.
Click Add.
Specify the material details in the same way as product details.

Specifying consumed materials using fill-in tool

You can use the fill-in tool in the following cases:

You specify bills of materials on the Goods tab.
You have registered a goods issue for the materials provided to subcontractors.

To add materials with the fill-in tool:

In a supplier invoice, select the Stock provided to third party tab.
Click Fill inand do one of the following:
- To add items from bills of materials, select Fill in according to BOM.
- To add materials issued to a subcontractor and not yet consumed, select Fill in according to goods balance.

Offsetting advance payments against supplier invoices

An advance is a payment that you make to a supplier prior to the goods delivery. When you receive the goods, you can offset the advance against the final supplier invoice.

You have the following options:

Offset advance payments automatically
Offset advance payments manually
Offset advance payments with the advance payment clearing tool

When you clear advances, you settle a supplier invoice completely or partially depending on the total amount of advances. To view closing balance by supplier invoices, run the Statement of account report.

Offsetting advance payments automatically

This option is available if Set off advance payments automatically is selected in Settings > Cash management > Advance payments.

When you post a supplier invoice, advance payment documents automatically appear on the Advance clearing tab of the invoice and settle its amount.

Offsetting advance payments manually

To offset advances manually:

In a supplier invoice, select the Advance clearing tab.

Enter or select the following:

Field	Description
Document	A document that registers an advance payment.
Order	A purchase order that the supplier invoice is related to. It helps you track your accounts payable by purchase orders. Specify it if you have set supplier billing details by orders. The field is prefilled automatically if you generate a supplier invoice from a purchase order.
Clearing amount	The offset amount in the settlement currency.
Amount	The offset amount in the supplier invoice currency (specified in the Document field of the Prices and currency settings). This field is available if the supplier invoice currency differs from the settlement currency.

Click Post.

Offsetting advance payments with advance payment clearing tool

To clear advances with the advance payment clearing tool:

In a supplier invoice, select the Advance clearing tab.
Click Select.
Select advance payment documents.
Click Post.

Specifying payment terms

Payment is an intrinsic part of purchasing. When you register a supplier invoice, you can specify the payment terms on the Payments terms tab. To learn more, see Payment terms.

Applying early payment discounts

An early payment discount is a discount that a supplier gives you when you pay their invoice before a certain date. You can use early payment discounts to adjust your input VAT.

If you get such discounts, specify them when you register a supplier invoice. Then make a payment within the discount period. This reduces your payment amount. If you set so, this also decreases your input VAT.

You can specify early payment discounts depending on certain conditions.

For contract purchases the conditions are:

Payment terms of a supplier contract include early payment discounts.
The Counterparty role of a supplier contract is Supplier.
Supplier billing is by contracts.

For off-contract purchases the condition is that early payment discounts are specified on a supplier's card in the payment terms of the Billing details tab.

You have the following options:

Fill early payment discounts automatically
Add early payment discounts manually

Filling early payment discounts automatically

This option is available for contract and off-contract purchases.

For contract purchases, early payment discounts apply when you specify a supplier contract in a supplier invoice.

For off-contract purchases, early payment discounts apply when you specify a supplier in a supplier invoice.

In both cases, you can edit their values.

Adding early payment discounts manually

This option is available for contract and off-contract purchases.

To add early payment discounts manually:

In a supplier invoice, select the Early payment discounts tab.
In the Obtain EPD via list, select a document type to apply the discounts to.
Click Add.
Enter or select the following:
Field Description
Period, days A period when a discount applies. It begins from the creation date of the supplier invoice.
Discount, % A discount value.

Field	Description
Period, days	A period when a discount applies. It begins from the creation date of the supplier invoice.
Discount, %	A discount value.

Specifying additional information

When you register a supplier invoice, you might need to specify supporting information. In 1C:Drive, you can do it as follows:

In a supplier invoice, select the Additional information tab.

Enter or select the following:

Field	Description
Department	A department responsible for processing the supplier invoice.
External document #	An ID of an external supporting document. You can use it for reference. For example, in the event of annual audits.
dated	The date of an external supporting document.
Project / Project phase	A project or project phase that the transaction lines recorded by this document are related to. The field value is populated to documents generated from this document if they have the Project / Project phase field. The field value can be used for recording and tracking income and expenses by project or project phase. This applies if the Track income and expenses by project phase checkbox is selected in the project settings. To learn how to select a project or project phase, see Project selection tool. The field is available if the following conditions are met: The Project-based accounting checkbox is selected in Settings > Company. In this document, on the Services tab, the Allocate costs to inventory checkbox is cleared. The Project / Project phase field position is set to On Additional information tab in the document settings (More actions > Settings). The project list is based on the Projects catalog.
Responsible person	A person responsible for supplier invoice processing. You can filter the Supplier invoices list by this field to quickly find a supplier invoice.

You can also add custom information if the Additional attributes and information checkbox is selected in Settings > Application settings > General settings > Additional attributes and information.

To add custom information, select More actions > Change set of additional attributes, click Create, and add attributes according to your needs. They appear on the Additional information tab and you can set them.

Posting supplier invoices

To record the purchase cost and track accounts payable and inventory flow, post your supplier invoice.

You can post a supplier invoice from one of the following:

Supplier invoices list
Supplier invoice card

As you post a supplier invoice, 1C:Drive registers the supplier invoice transaction. You can view its records.

Posting invoices from Supplier invoices list

To post a supplier invoice from the Supplier invoices list:

Go to Purchase > Purchases > Supplier invoices.
Right-click a supplier invoice and click Post.

Posting invoices from Supplier invoice card

To post a supplier invoice from the Supplier invoice card:

Go to Purchase > Purchases > Supplier invoices.
Double-click a supplier invoice.
Click Post.

Invoicing multiple purchase orders

In the procurement process, you might need to cover multiple purchase orders with a single supplier invoice. In 1C:Drive, you can do it for purchase orders that share the same general details and pricing terms.

To create a single supplier invoice for multiple purchase orders, do one of the following:

Generate a supplier invoice from the full purchase orders list
Generate a supplier invoice from the expected purchase orders list

Generating supplier invoices from full purchase orders list

To generate a supplier invoice from the full purchase orders list:

Go to Purchase > Purchases > Purchase orders.
Select purchase orders.
Select Generate > Supplier invoice.

Generating supplier invoices from expected purchase orders list

To generate a supplier invoice from the expected purchase orders list:

Go to Purchase > Purchases > Supplier invoices.
Select the Purchase orders (expected) tab.
Select purchase orders.
Click Create supplier invoice.

Generating print forms

1C:Drive provides a number of print forms that you can generate from a supplier invoice:

Goods received note
Inventory allocation card
Labels
Price tags

To generate a print form:

Go to Purchases > Purchases > Supplier invoices.
Double-click a supplier invoice.
Click Print.
Select a form.

Viewing supplier invoice reports

1C:Drive provides a variety of reports for supplier invoice analysis. They include:

Report	Description
Accounts payable	Shows your company’s accounts payable by suppliers, supplier contracts, and settlement documents within the specified period.
Goods invoiced not received	Shows goods that are invoiced but not covered by goods receipts.

To view reports:

Go to Purchases.
Under Reports, click the report link.

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