4.5.2 Record a Supplier Invoice

4.5.2 Record a Supplier Invoice

Access via the menu option: Suppliers -> Supplier invoices

This screen lists out all of the supplier invoices. The invoices are presented based on the invoice date and there is a facility to download invoice documents that have been uploaded against a supplier invoice by using the download icon above the Details button:


NOTE: Only documents that are present against the invoices are downloaded. If there is no document uploaded or the document file is not stored, then the document icon is not displayed and you can not download them. The documents are downloaded based on invoice date. 

Then if you click on Record New Invoice, you are presented with the option to create a new invoice:

  1. You can enter all the details relating to the supplier invoice as it will be already in Edit mode. Simply choose the supplier for whom you are recording an invoice for and then enter the rest of the details
    1. For invoices where the expenditure needs to be recognised as Service Charge, select the Fee Type as ‘Service Charge’
    2. For invoices where the expenditure needs to be recognised as Reserve Fund, select ‘Reserve Fund’. Note: this will be shown as a 'Contribution from Reserves' on the 'Income & Expenditure' report
    3. If there is other expenditure to be recorded (e.g. Ground Rent related) then the supplier invoice should be recorded as ‘Other – Non Service Charge’
    4. To see details of reports which show the expenditure broken down by Fee Type, please see this article: 4.10.4 Reporting - Block
  2. A scanned copy of the supplier invoice can be uploaded in the Edit mode (Note: maximum 5MB file)
    1. The system can only accept certain file extensions: 
      1. csv
      2. doc
      3. docx
      4. eml
      5. jpg
      6. jpeg
      7. pdf
      8. png
      9. txt
      10. xls
      11. xlsx
  3. If the invoice has been paid then the payment details should be recorded in the Payments section
  4. If the invoice has not been paid then the payment details should be left blank (The supplier invoice will appear on the unpaid supplier invoices report within the Workbench -> Reporting -> Reporting)
When you are not using the Supplier Invoice Approval Process, when  you first record a supplier invoice, the invoice is automatically Approved. That way, payments can be made to the supplier straight away or at a later stage. When you are using the Supplier Invoice Approval Process, when the supplier invoice is first recorded, it has a status of Unapproved. 
It then needs to be approved before you can record payment details.
NOTE: If your invoice type is Reserve Fund, the system will still allow you to pay this invoice from the Service Charge fund. The Service Charge fund is the default fund selected when you are about to record payment details for a supplier invoice. Please change this if you would like to pay the Reserve Fund expenditure from the Reserve Fund.
The bulk supplier payment run is also based off the service charge fund and thus it is picked by default

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