Checklist for creating a Supplier Invoice:
- Check your settings for accounting and supplier invoices.
- Add a supplier via Integration
- Create an invoice.
- Before you create your first supplier invoice, you should have checked the settings for Briox Accounting as in our Getting Started guide as well as added your suppliers in the supplier registry.
- Select Supplier Invoices in the main menu under Supplier Invoice and click on Create Supplier Invoice.
- On the top left hand side of the invoice you will see the preliminary serial number and journal reference. As long as the invoice is not saved or posted, these numbers remain preliminary and are marked with an asterisk. When you then save and post the invoice, you will see numbers without an asterisk.
- The first step is to choose a supplier or enter a new one. Enter a supplier number or click on the selection button to the right of the Supplier No. field. You will then see a list of all the suppliers registered in the application.
If the supplier is not registered, you can register it by clicking on the Add New button.
We recommend that you retrieve supplier information via the integration using the selection button next to the Company Number-field in the supplier registration form. Check if the details are correct and click on Save. Now the supplier is in the registry and you can continue recording the supplier invoice.
- Fill in the Total invoice amount then choose the applicable VAT rate in the drop down menu for Reclaimable VAT. The program automatically allocates the vendor debt and VAT on the default accounts.
When you do this, the VAT amount is automatically calculated and entered into the Reclaimable VAT field. The Total and VAT are also automatically fed into the fields for Debit and Credit in the invoice registration form, and you can see the difference at the bottom of the form. See below.
In the invoice you can also see Account 4000 has appeared.
It is the Default Account for Purchases, if you are using the Briox default Chart of Accounts. You can change your default account under Registry - Chart of Accounts - Default Accounts. See below.
You can also register a contra account directly on a supplier in the registry under Additional Information or mark it as a Construction supplier or a Intra-community Acquisitions directly in the registry under Additional Information. The correct VAT account and purchase account will automatically appear on the supplier invoice.
- Adjust the Invoice Date and Due Date if necessary. If you have filled in the field Payment Terms for the supplier in the Registry, these dates should adjust automatically to the pre-selected terms for that supplier. In the Example below it is 30 days.
- Select if the invoice can be paid via Payment File or not. The default setting is that invoices can be paid via payment file (supplier payment file).
If the box Deactivate Payment File appears on the invoice header as already ticked, this means that you have chosen to deactivate the payment file option on that supplier in the supplier registry (Registry - Suppliers, select a supplier and you will find the tick box under Additional Information).
You now have the option to enable the creation of a payment file for this invoice only by “un-ticking” the box.
- Below the invoice header you will find the More info section where additional invoice details can be registered. See below.
- You have the possibility to register the supplier invoice against one or several Projects, or Cost Centres.
- Enter Our reference and Supplier reference if required. If they do not appear automatically it is because they have not been registered in the supplier registry.
- Have a quick look at your supplier's IBAN and BIC/SWIFT number to make sure that the data is correct.
- If you have recorded your own customer number in the Supplier Registry, it will be retrieved automatically. Otherwise, enter your customer number manually in the field Customer No.
- In the dropdown menu Journal Template you can select a journal template that you want to use to code the supplier invoice. It is also possible to enter the trigger account that is connected to the template directly in the coding view.
- Once the invoice data is entered, check the predefined purchase account on the first free coding line, eventual Cost Centre (column CC) and projects (column Prj). If you do not want to use the default account from under Registry - Chart of Accounts - Default Accounts, or the one you have registered on the Supplier in the Supplier Registry, you can delete it by clicking on the recycling bin at the end of the row and register a new account manually or choose one via the selection button.
- The amount can either be entered manually on the Purchases row or the invoice can be balanced automatically by pressing enter once the cursor is in the debit or credit column.
When you have completed recording the Supplier Invoice, click on Save or Save and Post.
You will now be able to see it in the Supplier Invoice list under Purchases - Supplier Invoices. If the invoice is saved without being posted then it is displayed as Unposted with a yellow mark in the list.
The colour codes for Supplier Invoices and their meanings are illustrated in the Supplier Invoice filter dropdown.
You can at any time click on any un-posted invoice to open it and click on the Save and Post button to post it. We would recommend you to post supplier invoices as you register them into the system.