Invoice

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To create an invoice for the products already shipped by a supplier:

1. Do one of the following:
   • To generate an invoice based on a source document, select or open the source document. Then, click Generate > Supplier invoice. A source document can be an RFQ response, purchase order, or goods receipt.
   • To generate an invoice based on an expected purchase order, go to Purchases and under Purchases, click Supplier invoices. Then, open the Purchase orders (expected) tab, select a purchase order, and click Create supplier invoice.
   • To generate a single invoice based on multiple source documents, select them while holding down Shift or Ctrl. Then click Generate > Supplier invoice.
   • To create an invoice from scratch, go to Purchases and under Purchases, click Supplier invoices. Then, in the Supplier invoices list, click Create.
2. Specify general details:
   • Select Supplier.
   • Check that Invoice type is set to Invoice.
   • Fill in other fields as necessary.
3. Specify the purchased inventory:
   • To fill in inventory automatically from the base document, click next to the Base document field.
     This option is only available if you filled in the Base document field in the general details.
   • To fill in inventory automatically from the source purchase order, click next to the Order field.
     This option is only available if you filled in the Order field in the general details.
   • To import inventory list from a spreadsheet file, on the Goods tab, click and follow the data import wizard instructions.
   • To select inventory from the Products catalog, on the Products tab, click Select > Goods. For details, see Product selection in business documents.
   • To select inventory from not invoiced purchase orders and good receipts, on the Goods tab, click Select > Ordered goods, select the inventory checkboxes, and lick Select.
   • To add inventory manually, click Add and fill in inventory details. For the details, see Goods tab.
   • To find inventory by barcode, click .
4. Specify the purchased services:
   • To fill in services automatically from the base document, click next to the Base document field.
     This option is only available if you filled in the Base document field in the general details.
   • To fill in services automatically from the source purchase order, click next to the Order field.
     This option is only available if you filled in the Order field in the general details.
   • To import services list from a spreadsheet file, on the Services tab, click and follow the data import wizard instructions.
   • To select services from the Products catalog, on the Services tab, click Select > Services. For details, see Product selection in business documents.
   • To select products from not invoiced purchase orders, on the Services tab, click Select > Ordered services, select the service checkboxes, and lick Select.
   • To add products manually, click Add and fill in product details. For the details, see Goods tab.
   • To find products by barcode, click .
5. Optional: If you want to include the cost of the received services in the inventory cost, allocate the cost of the received services to the inventory directly in this invoice. For details, see Allocating cost of services to inventory.
6. Optional: To offset advance payments made to a supplier against an invoice, on the Advance clearing tab, specify the advance clearing details.
7. Optional: On the Payment terms tab, specify payment terms.
   If the invoice is from a supplier with billing details specified, the payment terms are prefilled from these details after you select the Set payment terms checkbox. You can edit them.
8. Optional: To apply early payment discounts to the invoice amount, on the Early payment discounts tab, specify early payment discounts.
   The Early payment discounts tab is available if in the supplier's contract, Counterparty role is set to Supplier.
9. Optional: On the Additional information tab, specify additional information.
10. Click Post and close.

Allocating cost of services to inventory

A supplier invoice can include both inventory and services. If you want to include the cost of the received services in the inventory cost, allocate the cost of the received services to the inventory directly in this invoice. To do this:

1. In a supplier invoice, select the Service tab and add services.
2. Select the Allocate costs to inventory checkbox.
3. Select the Goods tab.
4. 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 advance clearing details

An advance is a payment that you make to a supplier prior to the goods delivery. When you receive the goods, you can clear the advance against the final supplier invoice. When you clear advances, you mark the supplier invoice as paid completely or partially depending on the total amount of advance payments. To view closing balance by supplier invoices, run the Statement of account report.

To clear advance payments against a supplier invoice, use any of the following options:

Specifying early payment discounts

This section is applicable if in a supplier's contract, Counterparty role is set to Supplier.

An early payment discount is a discount that a supplier gives to a company when the company pays their invoice before a certain date. Such a discount can be applied to adjust a company's input VAT.

If a supplier gives such discounts, specify them when you create a supplier invoice. If a company makes a payment within the discount period, this reduces the payment amount. If you set so, this also decreases the company's input VAT.

Specify early payment discounts on a supplier invoice's Early payment discounts tab. By default, it is prefilled from the billing details of the supplier specified in the supplier invoice. You can change prefilled discount details manually.

To specify an early payment discount manually, click Add and fill in the discount details. For details, see Early payment discounts tab.

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