Difference between revisions of "Vendor invoice view"

From Protemos Wiki
Jump to: navigation, search
(Removing and adding payables)
(Create linked payment)
 
(75 intermediate revisions by 5 users not shown)
Line 1: Line 1:
''Vendor invoice view page: [https://cloud.protemos.com/vendor-invoice/view?id=XXXX https://cloud.protemos.com/vendor-invoice/view?id=XXXX]'' (replace XXXX with the valid invoice number)
+
=='''Action buttons'''==
----
+
 
 +
[[File:Vendor invoice view.png|border|1070px]]
 +
 
 +
*'''Download as PDF''' — clicking this button downloads the invoice in PDF format.
 +
 
 +
*'''Write off''' — this button marks the invoice as fully paid. Write off is the unpaid part of the invoice that you are not going to pay in the future, so you may want to mark the invoice as fully paid by adding a write off.
 +
 
 +
E.g. you paid your vendor 1000 EUR but they got 990 EUR because of the bank charges, and for some reason, the vendor is not going to ask you to pay 10 EUR difference.
 +
 
 +
*'''Discount & Extra charge''' — you may add a '''<U>[[Vendor invoice Discount & Extra charge|discount and (or) an extra charge]]</U>''' to the invoice by clicking this button.  
 +
 
 +
*'''Update''' — clicking this button opens the '''<u>[[Update vendor invoice]]</u>''' page where you can edit the invoice.
 +
 
 +
*'''Delete''' — this button deletes the invoice. It disappears after you link the invoice with the payment.
 +
 
 +
<span style="color:red">'''Note''':</span> For invoices with linked payments only the '''"Download as PDF"''' and '''"Write off"''' buttons are  available.
  
 +
To make all buttons available, you need to unlink the payments first. It can be done on the page of the corresponding payment to the vendor.
  
On this page, you can:
+
[[File:Redirect.jpg|40px|link=Vendor invoice view]] Back to the '''table of contents'''.
  
- Download PDF file of the invoice
+
=='''Taxes section'''==
  
-      Add a discount and an extra charge to the invoice
+
Here you can add new taxes, edit or delete the displayed ones by clicking corresponding buttons:
  
-      Write the invoice off
+
[[file:Invoice taxes section.png|border|1000px]]
 
- Update the invoice
 
  
-      Edit or add taxes
+
==='''Add invoice percentage tax'''=== 
  
- View the list of payables included in the invoice
+
1. To add a tax value as a percentage to the invoice, click the '''"Add percentage tax"''' button:
  
-      Remove and add payables in unsent invoices
+
[[file:Inv pers button.png|border|1070px]]
  
- Create payments covering the invoice
+
Then select the tax name from the drop-down list, enter its value and click '''"Add"''':
  
=='''Action buttons'''==
+
[[File:Vendor invoice view, add taxes.1.png|border|1070px]]
  
[[File:VI action buttons.jpg|border|1200px]]
+
<span style="color:orange">'''Note:'''</span> First, taxes should be created in '''<U>[[Taxes#Taxes list|System → Taxes → Taxes list]]</U>''', and only the taxes which are defined as the '''Percentage''' will be avaliavle in the list.
 
 
'''Download as PDF''' — pressing this button downloads the invoice in PDF format.
 
  
'''Discount and Extra charge''' - you may add a '''<U>[[Vendor invoice Discount & Extra charge|discount and(or) an extra charge]]</U>''' to the invoice by pressing this button.
+
The tax will be added and displayed in the invoice details section:
  
'''Write off''' — this button marks the invoice as fully paid. Write off is the unpaid part of the invoice that you are not expecting to be paid in the future, so you may want to mark the invoice as fully paid by adding a write off.
+
[[File:Vendor invoice view, taxes.1.png|border|1070px]]
  
E.g. you invoiced the client for 1000 EUR but got 990 EUR because of the bank charges, and for some reason, you are not going to ask the client to pay 10 EUR difference.
+
You may add as many taxes as you need.
  
'''Update''' — pressing this button opens the '''<u>[[Vendor invoice update|Vendor Invoice update page]]</u>''' on which you can edit the invoice.
+
2. You can update the tax by clicking the '''"Update"''' button.
  
'''Delete''' — this button deletes the invoice. It disappears after you link the invoice with the payment.
+
You may select another name from the drop-down list, and enter a new tax value:
  
<span style="color:#DC143C">'''Note''': For invoices with linked payments only "'''Download as PDF'''" and "'''Write off'''" buttons are  available.</span>
+
[[File:Vendor invoice view, update taxes.1.png|border|1070px]]
  
<span style="color:#DC143C">To make all buttons available, you need to unlink the payments first. It can be done on the page of the corresponding payment to the vendor.
+
Click "'''Update'''" to save changes.
  
=='''Taxes section'''==
+
3. To delete unneeded taxes, click the '''"Delete"''' button.
  
Here you can add new taxes, edit or delete displayed ones by pressing corresponding buttons:
+
[[File:Redirect.jpg|40px|link=Vendor invoice view]] Back to the '''table of contents'''.
  
[[file:Vendor invoice taxes section.jpg|border|1200px]]
+
==='''Add invoice absolute tax'''=== 
  
1.To add a new tax, press the "''' Add tax'''" button.
+
1. To add a tax value as a flat amount to the invoice, click the '''"Add absolute tax"''' button:
  
It will open the '''"Add invoice tax"''' page.
+
[[file:Inv absol button.png|border|1070px]]
  
Select the tax name from the drop-down list (<span style="color:red">first, it should be created in: '''<U>[[Taxes#Taxes list|System => Taxes => Taxes list]]</U>'''</span>):
+
Then select the tax name from the drop-down list, enter its value and click '''"Add"''':
  
[[file:Add vendor invoice tax.jpg|border|700px]]
+
[[File:Vendor invoice view, add absolute tax.1.png|border|1070px]]
  
Enter its value and press '''"Add"''':
+
<span style="color:orange">'''Note:'''</span> First, taxes should be created in '''<U>[[Taxes#Taxes list|System → Taxes → Taxes list]]</U>''', and only the taxes which are defined as the '''Absolute''' will be avaliavle in the list.
  
[[file:Add vendor invoice tax2.jpg|border|700px]]
+
<span style="color:orange">'''Note:'''</span> In this case, the currency of an absolute tax is determined according to the invoice currency.
  
 
The tax will be added and displayed in the invoice details section:
 
The tax will be added and displayed in the invoice details section:
  
[[file:Vendor invoice details section.jpg|border|1200px]]
+
[[File:Vendor invoice view, absolute tax added.png|border|1070px]]
  
 
You may add as many taxes as you need.
 
You may add as many taxes as you need.
  
2. You can update tax values by pressing the '''"Update"''' button.
+
2. You can update the tax by clicking the '''"Update"''' button.
  
 
You may select another name from the drop-down list, and enter a new tax value:
 
You may select another name from the drop-down list, and enter a new tax value:
  
[[file:Update vendor invoice tax.jpg|border|700px]]
+
[[File:Vendor invoice view, update absolute tax.1.2.png|border|1070px]]
  
Press "'''Update'''" to save changes.
+
Click "'''Update'''" to save changes.
  
3. To delete unneeded taxes, press the '''"Delete"''' button.
+
3. To delete taxes, click the '''"Delete"''' button in the corresponding tax row.
  
=='''Removing and adding payables'''==
+
[[File:Redirect.jpg|40px|link=Vendor invoice view]] Back to the '''table of contents'''.
  
Here you can add and remove payables in unsent invoices:
+
=='''Add and remove payables'''==
  
1.To add payables press "''' Add payables'''":
+
Here you can add and remove payables in invoices:
  
[[File:add payables n.jpg|border|1200px]]
+
1. Click '''"Add payables"''' to add them:
  
It will open the '''Add payables to invoice''' page where you can see vendor payables list:
+
[[File:Vendor invoice, payables section.1.png|border|1070px]]
  
[[File:VIV add payables.jpg|border|1200px]]
+
It will open the '''Add payables to invoice''' page where you can see the vendor payables list:  
  
Select the necessary payables and press "'''Add selected payables'''".
+
[[File:Add payables to invoice page.1.png|border|1070px]]
  
2.In order to remove payables press the "'''Remove'''" button:
+
Select the payables you need and click '''"Add selected payables"'''.
  
[[File:VIV remove payables.jpg|border|1200px]]
+
2. In order to remove payables click the '''"Unlink"''' button:
  
So no need to delete invoice if one its item is wrong.
+
[[File:Vendor invoice, unlink payables.png|border|1070px]]
  
<span style="color:#DC143C">'''Note''': Invoices with zero total amounts cannot be linked to payments.
+
So there is no need to delete an invoice if one of its items is wrong.
  
<span style="color:#DC143C">In other words, if you delete all the payables within an invoice, you won't be able to create payments covering the invoice.</span>
+
<span style="color:orange">'''Note:'''</span> Invoices with zero total amounts cannot be linked to payments.
  
=='''Linked payment creation'''==
+
In other words, if you delete all the payables within an invoice, you won't be able to create payments covering this invoice.
  
If you have paid the invoice, you can record the payment by pressing “'''Create linked payment'''” button under the payable table:
+
=='''Create linked payment'''==
  
[[File:VIV linked payment creation n.jpg|1200px]]
+
If you have paid the invoice, you can record the payment by clicking '''"Create linked payment"''' button under the '''Payables''' table:
 +
 
 +
[[File:Create linked payment button.png|border|1100px]]
 
   
 
   
You can enter the payment details into the fields that appear:
+
You can enter payment details into the fields that appear:
  
[[File:VIV linked payment creation2 n.jpg|600px]]
+
[[File:Vendor invoice view, create linked payment.1.png|border|1070px]]
 
    
 
    
Alternatively, payments can be created on the <u>[[Vendor payments list|'''Vendor payments list page''']]</u>.  
+
Alternatively, payments can be created on the <u>[[Vendor payments list|'''Vendor payments page''']]</u>.  
  
The difference is that on invoice page you can enter a payment covering only an invoice itself,  
+
The difference is that on the invoice page you can enter a payment covering only an invoice itself, while on the '''Vendor payments''' page, you can enter a payment covering multiple invoices.
  
while on the <u>[[Vendor payments list|'''Vendor payments list page''']]</u>, you can enter a payment covering multiple invoices.
+
[[File:Redirect.jpg|40px|link=Vendor invoice view]] Back to the '''table of contents'''.
 +
 
 +
=='''Additional files'''==
 +
 
 +
 
 +
You can also upload files to attach them to an invoice using the "Upload" button in the "Additional files" section:
 +
 
 +
[[File:Extfiles.jpg|border|1100px]]
 
 
 +
 +
=='''Messages'''==
 +
 +
In the '''Messages''' field you can communicate with a respective vendor '''(if they use the Vendor Portal and can log in to the system)'''.
 +
 +
Enter your message and click the '''"Send"''' button:
 +
 +
[[File:Invoice message client.png|border|500px]]
 +
 +
A vendor will get an email when a message is sent to them.
 +
 +
The same applies to the responsible Invoice manager, they will get emails when a vendor sends a message.
 +
 +
You can read the message and reply straight from the email:
 +
 +
[[File:Invoice client reply.png|border|500px]]
 +
 +
By clicking '''"Reply to this message"''', you will be redirected to the '''"Messages"''' field of the respective invoice.
 +
 +
 +
<span style="color:blue">'''Tip:''' </span> If your vendor cannot log in to the system, you can use the '''"Messages"''' field as an option to leave notes or anything you need. But if you allow them to log in, all the messages will be visible for them.
 +
 +
You also can communicate with vendors on other objects. Please check the <U>'''[[Messages|"Messages"]]'''</U> page for more details.
 +
 +
[[File:Redirect.jpg|40px|link=Vendor invoice view]] Back to the '''table of contents'''.

Latest revision as of 18:21, 7 November 2022

Action buttons

Vendor invoice view.png

  • Download as PDF — clicking this button downloads the invoice in PDF format.
  • Write off — this button marks the invoice as fully paid. Write off is the unpaid part of the invoice that you are not going to pay in the future, so you may want to mark the invoice as fully paid by adding a write off.

E.g. you paid your vendor 1000 EUR but they got 990 EUR because of the bank charges, and for some reason, the vendor is not going to ask you to pay 10 EUR difference.

  • Delete — this button deletes the invoice. It disappears after you link the invoice with the payment.

Note: For invoices with linked payments only the "Download as PDF" and "Write off" buttons are available.

To make all buttons available, you need to unlink the payments first. It can be done on the page of the corresponding payment to the vendor.

Redirect.jpg Back to the table of contents.

Taxes section

Here you can add new taxes, edit or delete the displayed ones by clicking corresponding buttons:

Invoice taxes section.png

Add invoice percentage tax

1. To add a tax value as a percentage to the invoice, click the "Add percentage tax" button:

Inv pers button.png

Then select the tax name from the drop-down list, enter its value and click "Add":

Vendor invoice view, add taxes.1.png

Note: First, taxes should be created in System → Taxes → Taxes list, and only the taxes which are defined as the Percentage will be avaliavle in the list.

The tax will be added and displayed in the invoice details section:

Vendor invoice view, taxes.1.png

You may add as many taxes as you need.

2. You can update the tax by clicking the "Update" button.

You may select another name from the drop-down list, and enter a new tax value:

Vendor invoice view, update taxes.1.png

Click "Update" to save changes.

3. To delete unneeded taxes, click the "Delete" button.

Redirect.jpg Back to the table of contents.

Add invoice absolute tax

1. To add a tax value as a flat amount to the invoice, click the "Add absolute tax" button:

Inv absol button.png

Then select the tax name from the drop-down list, enter its value and click "Add":

Vendor invoice view, add absolute tax.1.png

Note: First, taxes should be created in System → Taxes → Taxes list, and only the taxes which are defined as the Absolute will be avaliavle in the list.

Note: In this case, the currency of an absolute tax is determined according to the invoice currency.

The tax will be added and displayed in the invoice details section:

Vendor invoice view, absolute tax added.png

You may add as many taxes as you need.

2. You can update the tax by clicking the "Update" button.

You may select another name from the drop-down list, and enter a new tax value:

Vendor invoice view, update absolute tax.1.2.png

Click "Update" to save changes.

3. To delete taxes, click the "Delete" button in the corresponding tax row.

Redirect.jpg Back to the table of contents.

Add and remove payables

Here you can add and remove payables in invoices:

1. Click "Add payables" to add them:

Vendor invoice, payables section.1.png

It will open the Add payables to invoice page where you can see the vendor payables list:

Add payables to invoice page.1.png

Select the payables you need and click "Add selected payables".

2. In order to remove payables click the "Unlink" button:

Vendor invoice, unlink payables.png

So there is no need to delete an invoice if one of its items is wrong.

Note: Invoices with zero total amounts cannot be linked to payments.

In other words, if you delete all the payables within an invoice, you won't be able to create payments covering this invoice.

Create linked payment

If you have paid the invoice, you can record the payment by clicking "Create linked payment" button under the Payables table:

Create linked payment button.png

You can enter payment details into the fields that appear:

Vendor invoice view, create linked payment.1.png

Alternatively, payments can be created on the Vendor payments page.

The difference is that on the invoice page you can enter a payment covering only an invoice itself, while on the Vendor payments page, you can enter a payment covering multiple invoices.

Redirect.jpg Back to the table of contents.

Additional files

You can also upload files to attach them to an invoice using the "Upload" button in the "Additional files" section:

Extfiles.jpg

Messages

In the Messages field you can communicate with a respective vendor (if they use the Vendor Portal and can log in to the system).

Enter your message and click the "Send" button:

Invoice message client.png

A vendor will get an email when a message is sent to them.

The same applies to the responsible Invoice manager, they will get emails when a vendor sends a message.

You can read the message and reply straight from the email:

Invoice client reply.png

By clicking "Reply to this message", you will be redirected to the "Messages" field of the respective invoice.


Tip: If your vendor cannot log in to the system, you can use the "Messages" field as an option to leave notes or anything you need. But if you allow them to log in, all the messages will be visible for them.

You also can communicate with vendors on other objects. Please check the "Messages" page for more details.

Redirect.jpg Back to the table of contents.