Invoices are generally created as status N and once details are finalised Invoices can be updated (posted) singularly or in a batch process. The exception is Invoicing from Jobs where the first stage of posting assigns the Invoice number from the proforma charges and the second stage posts the Invoice through to the Suppliers Ledger and General Ledger.

Once all required details of an Invoice have been entered and saved, it is possible to post it and update the associated Supplier account. It will then become a Posted Invoice, and is locked, assigned to the accounting system and posted to the General Ledger and Suppliers Ledger.

Invoices must be unposted before updating Charge details. Un-posting an Invoice deletes the corresponding General Ledger and Suppliers Ledger entries. The Invoice may also need to be unposted to edit additional details, depending on the set System Parameters.

Purchases can be updated individually, or in batch.

Updating a Single Purchase Invoice

Single Invoices are posted from the Supplier/Creditor Purchases module. If Purchase Invoice approval is being used, the invoice should be approved first. See Approving Purchase Invoices.

To post a Purchase Invoice:

1. In the main menu navigate to Creditors > Purchases. Existing Invoices are displayed in date order.
2. To find the required invoice use the search boxes to filter the Invoice records. See Searching for Invoices for further details.
3. Select the Invoice. In the lower half of the Creditor Purchases window the estimated costs are displayed. These can be updated to actual costs as necessary.
4. Click the Post button . A popup window will display a summary of what will be invoiced.
5. Select the Hold checkbox if the Purchase Invoice is not to be processed. This will disable payments from being entered against the invoice, and it cannot be included in Creditor Batch Payments. To take the invoice off hold, navigate to the Inquiry tab of the Creditor Management module and click the Unhold icon next to the held amount.
6. Enter any additional notes and click Yes.
7. The Status of the Invoice is set to U (Updated) and a Creditor Purchase (CI) Journal is created and posted to the General Ledger. Once posted the charges cannot be updated unless the Invoice is reversed.

Updating Multiple Purchase Invoices

Multiple invoices may be posted from the Search tab of the Purchase Update module.

To post multiple Invoices:

1. In the main menu navigate to Suppliers > Purchases Update. Existing Invoices are displayed in order of Invoice Number.
2. To find the required Invoices use the search boxes to filter and select the Invoice records. See Searching for Invoices and Selecting Records for further details.
3. Select the Invoices to be posted by clicking on individual records or by using the Select All tool .
4. To view the details of an Invoice, select it in the Search tab and navigate to the Detail tab. The Supplier details, Account and Invoice Date, Invoice number and Terms are displayed. Charge lines on the Invoice can also be viewed.
5. Select the Post button. A pop up window will provide a summary of the posting details.
6. The Status of each Invoice is set to U (Updated) and a Supplier Purchase (CI) Journal is created and posted to the General Ledger. Any invoices that are not successfully posted will remain in the Purchases Update module with a description of the error and can be edited in the Detail tab.

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