TABLE OF CONTENTS
How you can benefit from creating original Invoices:
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Create one flow for the Invoice payment simulation and record the creation process.
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Track approvals and payments to prevent maverick spending.
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Track spending that does not require a Purchase Order.
In Precoro, there are several ways how you can create an Invoice:
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Create an original Invoice from scratch without a Purchase Order.
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Generate the Invoice from an existing Purchase Order, follow this link to see how it works.
How to Manually Create an Invoice
To create a new Invoice manually, follow these steps:
1. Navigate to the Invoice module in the left-side menu and press Create.
2. Fill out all the required fields and click Create.
When adding a supplier on the document creation page and redacting it on the Draft stage, you can either choose the existing Supplier from the drop-down list or create a new one by clicking the Add New Supplier button.
Also, users with the Supplier Management Role can access the Supplier’s page directly via an active hyperlink.
3. Click the Add Item button to add items from the catalog, Add Empty Row to enter the items manually, or Import Items to import items via Excel.
4. You can Add Attachments to your invoices and see them in related Purchase Orders if there are any.
5. If your Invoice is in Draft or In Revision, you can edit the location and supplier for it. You can only choose a supplier who has the same currency as the document you are editing.
Before editing the fields, please read the following article: Field Logic Behavior after Edit and Revise Actions in Documents.
Please note: You cannot edit this information if you create a direct invoice from the Purchase Order. For more details, see How to Create and Track a Purchase Order.
6. Double-check the information and click Confirm.
7. If your process requires approval, the Invoice will be sent to the authorized approvers, and the Invoice’s status will be changed to Pending.
You can compare the changes made in the Invoice using the Revision History button.
In Revision History, you can see all the attachment alterations as well.
Additional information on how to use this function can be found here.
8. You can always download the created document in the XLSX or PDF formats by clicking on the corresponding buttons.
If the document has a related Credit Note, additional Credits, Paid, and To Pay parameters will be added automatically.
How to Track an Invoice
Track the invoice statuses directly from the Invoice management page. You can gather the basic needed information without having to actually open the document by Status in the corresponding column.
- Draft — the Invoice was created but not submitted yet. The initiator can still edit it and add/modify the items.
- Pending — the Invoice was submitted and sent for approval to the responsible authorizing user.
- Approved — the Invoice was approved by the responsible authorizing user.
- Rejected — the Invoice was not approved by one of the approvers in the approval flow. Therefore, it will not be paid.
- Paid/Partly paid — the Invoice is paid/partly paid.
- Canceled — the initiator revoked the invoice.
- Pending Confirmation — the Invoice created for the PO has some discrepancies, and the PO initiator needs to review these changes and approve them in the PO first. You can proceed with the Invoice only after the differences are approved in PO.
To expedite and optimize searches you can utilize an advanced set of filters available on every document management page. A more detailed guide on How to Use Filters in Precoro you can find in the corresponding link.
To use filters for Invoices click Filters and set the parameters you need in the appropriate fields, then click:
- Filter results — to apply the selected filtering parameters.
- Save current filter — to save the selected filtering instantly.
- Reset all filters — to reset the selected filtering parameters.
You can filter results by both Items Custom Fields and Documents Custom Fields in Invoices but first, you need to activate them as described in the instructions here.