How to View Existing Supplier Invoice & Supplier Payment

1. To view the full list of Supplier Invoice and Supplier Payment records in the system, go to the Purchases > Inquiries > Supplier Transaction Inquiry page.

 

 

2. At the Supplier dropdown, you can either choose “All Suppliers” or an individual supplier.

 

3. Select the “Invoices” or “Payments” transaction type and the required date range, then click on the Search icon.

 

4. You can click on the Export button to export the information in the listing to an Excel file.

 

5. To view more details of the Supplier Invoice or Supplier Payment (including any allocations from supplier payment and credit note to invoices), click on the transaction ID in the “#” column.

 

6. Additionally, you can view or click on a few other icons in the listing.

Icon	Description
	Click to view the General Ledger (GL) double entry.
	Click to edit the Supplier Invoice or Supplier Payment transaction. Editing of transaction is only allowed for the Admin if: i.                 User’s Admin role has a right to edit. ii.                The transaction date is not within a closed period/year. iii.               The supplier payment has not been reconciled in a bank reconciliation.
	For Supplier Payment, a lock icon will be displayed to indicate a particular document cannot be edited because it is reconciled. If you have to edit, go to Banking & General Ledger > Transactions > Reconcile Bank Account and un-reconcile (untick) the transaction in the relevant bank reconciliation. The Lock icon will change to Edit icon once the transaction has been unreconciled.
	Click to view or print the Supplier Payment’s payment voucher (pdf).

How to Edit Supplier Invoice

1. Click on the Edit icon to edit the Supplier Invoice.

2. You can edit the necessary field in the Supplier Invoice.

 Note: There is no option to edit the Supplier. If there is an error for the Supplier, the supplier invoice transaction has to be reversed or voided. 

3. At “GL Items for this Invoice”, to change any GL item line, you have to first remove the existing incorrect line from the document by clicking the “X” icon.

4. Following that, add the GL item again. Select the relevant GL Account at the Name dropdown list and key in the Amount. Enter a Memo for this particular GL item line (optional), then click on the (+) icon to add the GL item line. Repeat this step to add as many GL item lines as necessary.

5. Finally, click on the Enter Invoice button to save the latest changes.

How to Edit Supplier Payment

1. Click on the Edit icon to edit the Supplier Payment.

2. You can edit the necessary field in the Supplier Payment.

Note: There is no option to edit the Supplier. If there is an error for the Supplier, the supplier payment transaction has to be reversed or voided. 

3. At the Allocated amounts in RM: section, to change the allocation, you can remove This Allocation (knock-off) value for the existing invoice and allocate to another invoice. If necessary, you can also allocate payment for additional invoices.

4. Finally, click on the Update Payment button to save the latest changes.