Invoice upload tool for manually entered invoices

Introduction

This guide explains how to use the invoice upload tool which ensures users upload a PDF copy of their invoice to any invoices and credit notes they are manually entering.

This is a client option activated by IndiCater and the upload will be compulsory for all invoices manually entered unless the option to prevent manual entry of invoices is selected in the supplier record, eg to prevent manual entry of suppliers who send EDI invoices and credit notes.

Where to find this

Invoices and credit notes are uploaded in the outlet, in the finance module.

Invoices and credit notes can be downloaded from within the outlet or from the head office Finance, Transactions page.

Step-by-step guide

When manually entering an invoice straight into Invoices (not using estimates)

1. In the outlet, go to Finance, Purchasing and Invoices

2. Click to Add a new invoice

3. Complete the data as normal but see there is a tool for the uploading of a PDF

4. You will be prevented from saving the new invoice unless a PDF has been uploaded

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5. To upload a PDF, click the Choose File. Please note it does need to be a PDF and the max. file size is 2Mb.

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6. When you’ve added everything to your invoice, click save at the bottom of the page and you will see a summary of the data, giving you a final chance to cancel and make any amendments before completing the entry and upload of your invoice/credit note.

7. The transaction will now be locked but can be edited by a head office user.

When converting an estimate into an invoice or credit note

1. In the outlet, go to Finance, Purchasing, Estimates

2. Click Show All

3. Select your estimate and complete the invoice fields as normal

4. Click on Choose File to upload your PDF and click Convert and Confirm when complete

5. Note you will see a pop up containing key data as a final check before you confirm.

When combining estimates

1. In the outlet, go to Finance, Purchasing, Estimates

2. Click on the Combine/Reverse button

3. Select your supplier

4. Tick the box next to the estimate you want to combine (these have to all be invoices or all be credit notes and cannot be a mix).

5. Enter the invoice details, clicking on the VAT in red in the individual estimates if you have the Itemised VAT client option activated

6. Upload your invoice/credit note using the Choose File button

Accessing your invoices and credit notes once uploaded

This can be done within the outlet or from head office.

To download your PDF from within the outlet, go to Finance, Purchasing, Invoices and search for the transaction as your normally would be using the Search box or by looking through the weeks, and click on the Printer icon on the right:

To download from head office, go to Finance, Transactions and search for your transaction.

Click on the Download button to retrieve the PDF.