Main Data tab (Vendor invoice)
In this tab, you can add, check, or change the most important invoice details.
Most fields can only be modified for invoices with Postponed, To be Sent, or Sent statuses. To make any changes, click the Edit button at the bottom of the page.
In the Internal Number section, you can check the number assigned to this invoice for internal use.
The Internal Number is assigned automatically according to the scheme set in the
Configuration Menu > Templates > Numbering Schemes > Vendor invoice specification numbering scheme.
In the Vendor section, you can click the vendor’s name to open an Info Card popup window containing the main details from the vendor’s profile.
In the Invoice Status section, you can switch between the following statuses:
Postponed – the invoice creation is currently suspended, and you cannot send the invoice to the vendor.
To be Sent – the job specification is finished and needs to be sent to the vendor for confirmation.
Sent – the job specification is finished and was sent to the vendor. You are now waiting for the vendor's response.
Confirmed – the vendor verified the job specification. You can now create an invoice from the confirmed job specification.
Bill Received – the delivered invoice matches the jobs list and total amount and is accurate.
In the Invoice No field, you can enter the final invoice number.
In the Invoice Date section, you can check or change the date that will be displayed on the invoice.
In the Payment Terms section, you can select specific terms for this invoice from the dropdown list. To find out more about payment terms, see the Configure payment settings for vendors and clients | Define payment terms for vendors and clients guide. To edit the selected terms, click the Edit button. The Edit Payment Terms popup window is displayed.
In the Receivables section, you can plan the payments for this invoice. Click the
icon to edit an available payment or the Add button to add a new payment. In both cases, the Edit Receivable popup window is displayed.
In the Payment Plan section, you can select a specific payment plan. For details, see the Configure payment settings for vendors and clients | (optional) Define payment plans guide.
In the Amount section, you can specify whether you want to set a Specific Value or a Percent of Invoice Total and edit the amount.
In the Due Date section, you can set the final date for this payment.
In the Description section, you can check or edit the text that will be displayed in the Payment terms field on the actual invoice. To add a custom description, deselect the Automatically Generate Description checkbox and enter your description in the field.
The description expression used in the invoice document depends on both the payment terms and the invoice template language. If you have invoice templates for different languages, make sure you add the corresponding localized description expressions to the payment terms. For details, see the Configure payment settings for vendors and clients | Define payment terms for vendors and clients guide.
From the Payment Method dropdown list, you can select how the vendor will receive the payment. If you cannot find the correct method in the list, click the Add button to create a new method. For details, see the Configure payment settings for vendors and clients | Define payment methods for vendors guide.
In the Task Calculation Rule section, you can change how the taxes are calculated for this invoice. Click the Change button and select the required rule with the radio button.
In the Gross Total section, you can check the amount for all items with the consumption tax applied.
Example 3.For example, an invoice has two items. Item 1 has a charge of $200 and a VAT rate of 20%. Item 2 has a charge of $100 and a VAT Rate of 10%. The Net Total is $300. In the Tax Calculation Rule section, you select 'Sum Tax Values of Particular Items.' The tax sum of both items – $50 – is added to the net total. Therefore, the Gross Total is $350.
In the Currency section, you can change the default currency. Click the Change button and select the required currency from the dropdown list.
Warning
If you change the invoice currency, all invoice items and paid values will be recalculated according to the currency rates set in the system.
In the Gross Total in Words section, you can check or change how the gross total amount is displayed in words. Click the Change button. The Gross Total in Words popup window is displayed.
To change the Converter Language, select the required language from the dropdown list.
To display the currency symbol, select the Append Currency Symbol to Amount checkbox.
To enter the amount manually, in words, deselect the Automatically Convert into Words checkbox and enter the required text in the Gross Total in Words section.
In the Net Total section, you can check or change the amount for all invoice items before VAT is applied. Click the Change button and enter the new amount.
In the Jobs Net Total and Jobs Gross Total sections, you can check the net and gross amount of all jobs included in the invoice.
In the Expected Payment Date field, you can check or change the date when your company plans to pay this invoice in full.
The expected payment date is defined by the payment terms set either in (1)
Configuration menu > Clients and Vendors > Vendor Settings > Payment Terms tab or (2) this vendor's profile > Main Data tab > Invoicing subtab > Payment Terms subtab. For details, see the Configure payment settings for vendors and clients | Define payment terms for vendors and clients guide.
In the Categories section, you can assign a custom label to this invoice. To find out how to add a new category, see the Add a category guide.
In the Jobs table, you can manage the jobs included in the invoice.
To delete a job from the invoice, click the
icon in the jobs table.To open a job, click on its line in the table.
To add a job to the invoice, click the Add button. The Add Job popup window is displayed with a list of uninvoiced ready jobs for this vendor.
Important
By adding a job to the invoice, you lock the payables for this task, so they cannot be changed. To make changes to the payables, you need to remove the related jobs from the invoice.
From the Specification Template dropdown list, you can select the required template for this invoice. To find out how to add document templates, see the Add an HTML document template and Add a BIRT-4 document template guides.
To preview the invoice, click the
Download Specification link.
In the Invoice File section, you can download the invoice file sent by the vendor from the Vendor Portal or add a vendor invoice file if you received it outside the Vendor Portal.
In the Send Invoice to section, you can select the person to whom the invoice will be sent. You can add a new contact person by clicking the Add Contact Person button and entering the necessary details.
If you leave the Unspecified option unselected, the invoice will be sent to the vendor’s main e-mail address.
Click the Send by E-mail button to send the invoice without previewing.
Click the Edit and Send button to edit the e-mail that is to be sent to the vendor along with the invoice.