Let’s talk about purchase invoice posting.
Once you’ve received the goods or services, you move through the goods receiving process. As soon as that’s completed, you’ll receive an invoice from the supplier. At that point, you’re ready for purchase invoice posting.
Here’s what happens: you’ve got the supplier’s invoice, and now it’s time to match it with what you’ve recorded in Service Geeni. Quantities, costs, everything needs to line up. This is the process for posting purchase invoices.
Once matched, you push the transactions to your accounts package. For example, you’ve bought subcontracted services from Mr. Smith, it’s this amount and now it's sent to accounts.
As long as something’s been received against the purchase order, you can process the invoice.
Getting There
You can get here by heading to the Stock menu and selecting Purchase Invoice Posting.
Navigation
Here you'll find all your Goods Received notes in the system.
You can view and attach documents to them via the Action Tray.
Each Order has a nested grid on the left, and the plus icon can be expanded to view further information before posting the invoice.
Lines To Be Invoiced: This shows anything on the Purchase Order that has not yet been invoiced.
You can also raise the invoice from here by selecting the lines to be invoiced on the left and clicking Process Purchase Invoice.
Lines and Invoice Value Details: Shows any lines that have already been invoiced to the supplier. You could see this, for instance, when goods have been received and invoiced, but the whole order has not been fulfilled yet due to items being on back order.
Total Value For Each PO Line: This shows pricing details for all the lines on the order.
Process a Purchase Invoice
To process an invoice, click the Invoice Posting button, which opens the Process Purchase Invoice screen.
You'll be prompted to fill in the fields.
Start by searching for an invoice using the PO Number or Supplier Account via the ellipsis (...).
Purchase Order Number: Selects an individual PO. Clicking it pulls the PO line into the records screen.
Supplier Account: It's useful if you receive 1 x invoice from the supplier, consolidating multiple POs that you've raised.
Choose a Supplier.
Select a Branch.
Click Select to confirm your choices. Click Select to save your selection.
Supplier Invoice Number: This is usually provided by the supplier.
Invoice Date: Also from the supplier. You can backdate, forward-date, or use the current date.
From the Lines Received screen, using the edit icon, you can change:
Quantity Cost
Cost
Total Cost
Vat Code
At the bottom of the screen, you can also adjust:
Carriage Cost: Slightly adjustable if needed.
Total (Ex VAT + VAT): Useful for rounding VAT.
Carriage VAT Code: Pulled from system defaults when set up.
Make sure everything matches and that you're happy with the details. Also, double-check that the service description aligns with what you’ll actually pay.
When you're ready, click Process Purchase Invoice.
On the Summary Page, review everything once more and click Confirm.
A pop-up will confirm that the purchase invoice(s) have been successfully registered. Service Geeni will assign a purchase invoice number, which sits alongside the supplier’s invoice number. Think of it as your Service Geeni reference.
Congratulations! You’ve successfully registered a purchase invoice!
The next step is to send the data to your accounts package using the Purchase Nominal Update module.