Supplier invoices in short

You can record supplier invoices electronically via Finance --> Invoices. Only the fields marked with an asterisk * are obligatory. Click on the information icon to call up the important information for each field.

1. Uploading an invoice as a PDF
   Click on 'Upload attachments' to upload your invoice as a PDF file. The uploaded invoice appears automatically on the right side of your screen.
2. Invoice type
   If it is a credit memo, tick the corresponding box
   Supplier
   Select the supplier using the search help. Leave this field empty if you are uncertain; the accounts department will supply the information.
   Invoice date
   Make sure to enter the invoice date here – NOT the delivery or order date. The due date for payment is calculated from the invoice date.
   Document number
   You can enter the invoice number here. This helps to avoid any duplication, as the system automatically checks for any other invoice with the same number.
   Purchase order number
   If the invoice is part of an order, then you must give the order number here. Fill in this field first, as then other fields will be filled out automatically. You can also search for the purchase order number (IT-xxxxxxx, EB-xxxxxxx) using the search help.
   Invoice amount
   You must enter the total invoice amount here. Click on the drop down menu to select the correct currency. Click on Amount splitting to set up more than one item.
3. Account assignment element
   Write the PSP element or cost centre to be credited or debited here. If you confirm this by pressing ‘Enter’, the cost centre will be automatically filled out.
   General ledger account
   You can select the appropriate general ledger account with the search help. The input fields are automatically expanded according to the account.
   Inventory number
   Only fill this in if there is an existing equipment.
   Posting text
   Give a short description here of the service provided. This text will appear on the line item report.
4. Incident
   Notice for approver
   Write any communication in this box, and place a tick at 'Notice for accounts department’ if intended for them.
5. The information you provide about the fund and ledger account is submitted to the appropriate approver according to the financial regulations. You can select the approver from the drop down menu. Click on the 'statute book' icon to see the relevant article in the financial regulations.
6. Check data
   Click here to see if the details you have given contain any mistakes.
   Check data
   The invoice will be saved as a draft in your Inbox (see accordeon below). You can save an uncompleted invoice and edit it later.
   Forward
   Forward your document to have it checked or processed by another person before approval.
   Send
   When you press 'Send', the invoice is sent to the approver’s Inbox supplier invoices (see accordeon below). If you can authorise the invoice yourself, then the order is forwarded directly to the accounts department.
   Status
   Red = Incorrect entry. Pass the mouse over the red light at ‘Status’ to see the mistakes in your entry.
   Green = Invoice may be sent off.

You can find the Inbox supplier invoices on the home page. The button is either greyed out or clickable, according to activity.

1. Use ‘View’ to see the details of the invoice.
2. Press Edit to open the input screen (see accordeon above).
3. If the invoice has been correctly recorded, you can approve the request with ‘Approve’.
4. If the invoice or the entries are incorrect, you can reject the request with ‘Reject’. You must specify the reason for your rejection.
5. The status of the invoice is shown here.
6. Click on Settings (figure with spanner) to adjust the view and select the filter.
7. Rejection reason
   You can see the reason for the rejection here.
   Chronology
   This is a chronological listing of each action. You can also see here if, and when, the invoice was paid.
   Waste bin
   By clicking on the ‘waste bin’, you can delete the invoice.
8. You can view all the invoices that you have processed at the Processed invoices tab.