Supplier invoices - FAQ

You do not need to enter the supplier’s name. You can leave this field blank, and the accounts payable division will supply the supplier
data. 

When you enter the invoice number, it is automatically checked for duplication. The system will alert you if an identical invoice number has already been entered.

Once you have created an order (IT Procurement or EKK Procurement order) in ETHIS via 'Purchasing & Sales --> Purchasing', an SAP purchase order number is generated. You can fill this in the corresponding field when you enter the invoice. The data (fund number, general ledger account etc.) are then automatically entered, and the link to the order created.

You can communicate the discount to the accounts department by noting it in the ‘Notice for approvers’ field, under ‘Incident/Remark’. Then place a tick at ‘Notice for accounts department’.

It is important that you record the total amount. The accounts department will correct the amount once the discount has been authorised.

Give a short description of the business transaction. The posting text will be displayed in various reports e.g. line item report.

The incident can be used to group business transactions, and this grouping can be independent of the payment method (whether invoice, cash, or company credit card). The incident field is displayed in the line item report.

If you click on 'Check data', a pop-up window will show you any missing or incorrect details.

When you click ‘Forward’, the invoice is sent on to the person you have selected for further processing and checking (e.g. materials control). This person can then send the invoice directly to the approver, or forward it to another person.

You can prevent a duplicated entry by filling in the optional field for the invoice number. Once you click on ‘Send’, you will receive an alert if an invoice with the same number has already been entered. Then check if this is the same invoice.

The scanned documents are stored in the optical archive of the ETH in accordance with the law and regulations. This means that you do not have to keep the documents. We recommend that you keep the paper invoices until after they have been posted so that they can be used in the event of queries (missing documents, scan not legible, etc.). After checking the records, the documents must be properly destroyed (e.g. by means of a document shredder).

Yes, that's possible. Please check the box "Payment order".

You can find instructions here.

Depending on the scanner, this is possible. Instructions can be found here.