How to Enter Supplier Invoice with Purchase Order

How to Enter Supplier Invoice with Purchase Order

Introduction

The guide below describes the steps to create a Purchase Order (PO), record the Purchase Order Delivery/ Goods Received Note (GRN) and subsequently how to enter a Supplier Invoice based on the GRN. 

A. How to Create Purchase Order

1. To create a Purchase Order (PO), go to Accounting > Purchases > Transactions > Purchase Order.



2. Select the supplier at the Supplier dropdown. Select the appropriate Order Date, enter the quotation number at Supplier’s Reference, and enter the address for Deliver to.

 

3. Next, select the order item at the Item Description dropdown. Enter the quantity, price before tax and click “+” icon to add this line to the PO. If necessary, repeat this step to add another line item to the document.

Additional Guide - How to add a new purchase item:



4. Admin can also choose whether to enter a Memo or upload a document at the Attached File function.



5. Click on the Place Order button to enter the PO.



6. At the success page, you can click on the link to print the PO document.



SAMPLE OF PURCHASE ORDER


B. How to Process Received PO Items

1. To process received orders for the PO, go to Accounting > Purchases > Transactions > Outstanding Purchase Orders Maintenance.



2. Select the supplier at the Supplier dropdown. Select the appropriate date period and click the search icon.



3. Next, click on the Receive icon to record the receipt of PO items. Received items will be displayed at the Accounting > Purchases > Transactions > Supplier Invoice (invoice transaction entry) page.



4. Under the Items to Receive section, check the details are correct, then click “Process Receive Items”



5. Success message is displayed when the "Purchase Order Delivery"/ Goods Received Note (GRN) is successfully created.



C. How to Enter Supplier Invoice


1. After updating the PO delivery, when you receive a supplier invoice for the PO, go to Accounting > Purchases > Transactions > Supplier Invoices to enter the supplier invoice.



2. Select the supplier at the Supplier dropdown. Select the appropriate Date and Due Date for the invoice and input the invoice number at Supplier’s Ref. box.




3. Scroll down to the “Items Received Yet to be Invoiced” section, click on the “+” icon to add the PO delivery/ GRN to the invoice.





4. Enter a Memo if necessary and click on the “Enter Invoice” button at the bottom to enter the supplier invoice into the system.



Note: If some of the screenshots or steps viewed here are different from the ones in the current system, this is due to our continuous effort to improve our system from time to time. Please notify us at info@timeteccloud.com, we will update it as soon as possible.

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