Record and settle supplier invoices

Before you start

• A supplier with agreed payment terms
• The originating purchase order and goods receipt
• An active payment method and an open posting period

Complete the workflow

1. 1

   Capture the invoice

   Enter the supplier's own invoice number, its date and due date, the currency and exchange rate, and the line values. The due date drives ageing and the payment run, so enter the supplier's date rather than today's.

2. 2

   Match it to the order and receipt

   Matching compares the invoice against what was ordered and what was received. It resolves as matched, or as an exception carrying the quantity, price and tax variances that caused it.

3. 3

   Clear any exception

   Investigate each variance before going further. A short delivery, a price the supplier changed, and a tax difference are three different conversations, and the invoice records them separately.

4. 4

   Approve for payment

   Approval is a separate permission from capture, so the person who keys an invoice need not be the person who commits to paying it. An approved invoice becomes payable.

5. 5

   Pay in full or in part

   Recording a payment moves the invoice to partially paid or paid according to what is left. Payments post against the payable and are voided rather than deleted.

6. 6

   Apply supplier credits

   A supplier credit note offsets the payable instead of arriving as a negative invoice, so the original document and the credit both stay visible.

Useful tips

• ✦Ageing follows the due date, not the invoice date.
• ✦Void rather than delete: a voided invoice or payment stays in the trail with its reason.
• ✦A foreign-currency invoice keeps both its own total and the base-currency total at the rate you entered, so a later rate change does not rewrite history.

Troubleshooting

Related guides