Register supplier invoice

In this procedure you can register new supplier invoices, modify existing invoices, and credit or cancel invoices. You can register debit invoices, credit invoices, and interest invoices. You can also final record invoices here.

Several users can work in the procedure at the same time and register supplier invoices.

The registration of supplier invoices can be done manually or via XML files that are sent from suppliers who also use MONITOR. These XML files can then be imported to the procedure. Read more how to import invoices via XML files in the topic MONITOR-to-MONITOR

You can also import e-invoices in the procedure. E-invoice requires the option for e-invoice for the specific service supplier. There is support for the following e-invoice solutions in MONITOR: Peppol BIS 3.0.

If you use the option called Electronic invoice management (EIM), you select a scanned invoice in an inbox in the navigation panel to the left of the procedure window. The scanned invoice (a PDF file) will then be linked to the supplier invoice you are registering. An image of the invoice is opened in a separate window. By using the button Show invoice image in the toolbar of the procedure, you can open the invoice image again in case you have closed it.

You can apply preliminary entry of invoices during registration by activating the system setting Preliminary entry of supplier invoices. Preliminary entry means that the invoices by default are posted on a standard account for preliminary accounts payable and a preliminary account, and on an account for input VAT, pending the final coding. It is possible to enter a preliminary purchase posting (pre-posting). You can create postings for preliminary entry and final recording. These are either printed via a journal or recorded directly into the accounting. You can also create postings in another currency. Invoices that are only registered or preliminary recorded cannot be paid. You can preliminary link purchase orders to invoices as soon as you register or preliminary record the invoice.

The final recording of the invoices can either be made directly when you register the invoice or by loading already registered/preliminary recorded invoices and final record them. Also when final recording it is possible to link purchase orders to the invoices. If you final record an invoice directly, no preliminary entry will be created. If you final record an invoice that has a preliminary entry, the preliminary entry’s postings will be replaced with the postings of the final recording, that is, the posting on regular accounts. The invoices that are final recorded can then be paid. If you use EIM, you can see which invoices are ready for final recording by selecting the option For final recording in the navigation panel.

It is possible to accrual account postings on the invoice by clicking Accrual account row in the function menu in the Posting box. This can also be made automatically if the current account is marked with accrual account in the Chart of accounts procedure.

If you use the option Fixed assets register, you can also register fixed assets when final recording the invoice. This is made via the button Register/complement fixed assets object in the toolbar. This can also take place automatically if the current account is marked with accrual account in the Chart of accounts procedure.

When making a credit of a supplier invoice you can choose if the entire debit invoice should be credited or not. If you choose not to credit the entire invoice, you must manually enter the invoice amount and posting to be credited. If there is a linked purchase order, you can also on order row level select what you wish to credit on the debit invoice.

In the Posting box you enter postings of supplier invoices. When you register a new invoice, you can start to pre-post the supplier invoice, but it is optional. In this mode, you can save the invoice even though there is some amount left to post. If there is a purchase account selected for the supplier, the posting on that account will be loaded automatically after you have entered an invoice amount, but it is possible to modify the posting. If you create postings for the invoice prior to the final recording, these postings will be included in the invoice when it is sent for authorization via EIM.

You final record the invoice by using the button Final record in the posting box. Final recording can also be made under the Order link tab by clicking the Final record button.

Under the Order link tab you can link purchase orders to supplier invoices. In the upper box in the tab you can see the purchase orders that have been arrival reported for the selected supplier. In the bottom box you can see the order rows of the purchase orders you have selected to include. You then select which order rows you want to link to the supplier invoice. For each order row it is possible to update prices, discount, VAT code, and posting.

If you link a subcontract purchase order and the belonging manufacturing order has already been final reported and has status 9 (Historical), then a warning appears informing you that the subcontracting cost will not be reported on the manufacturing order. In this case you have two options. 1) Continue with the invoice registration and ignore the fact that the subcontracting cost will not be reported on the manufacturing order. 2) Cancel the invoice registration and change the status on the manufacturing order back to 6 (Delivered). Then continue with the invoice registration and link the subcontract purchase order. This way the subcontracting cost will be reported on the manufacturing order. Then you final report the manufacturing order again.

You can final record the supplier invoice after you have completed the linking of order rows. This is made by using the Final record button at the bottom of the tab. You will then be transferred to the Supplier invoice tab, and in the Posting box you can see the posting of the invoice, including the postings that you have created through links to order rows.

It is possible to automatically post price differences and also exchange rate differences on a separate price difference account and accounts for exchange profit/exchange loss. This is done when in connection to final recording the supplier invoice after linking order rows. In order to get exchange rate differences posted, the supplier invoice and the linked order rows must be in the same currency. The system setting Record price differences during invoice registration determines if price difference and exchange rate difference should be posted automatically.

In order to credit a supplier invoice that is linked to a purchase order, you do the following credit a linked supplier invoice.

Please see credit an expense invoice.

You can cancel supplier invoices e.g. if it is registered by mistake or registered in an incorrect way. It is possible to cancel an invoice as long as there are no payment entries for it. When canceling you must enter a message regarding the cause of the cancellation of the invoice. An invoice that is canceled is not deleted. Instead, it is given status Canceled, and by default it is not visible in all the different reports, and it cannot be paid or modified. It is not possible to undo a cancellation.

Enter the consecutive number on the supplier invoice and then click Cancel on the toolbar.
In the window that appears called Comment for cancellation you must enter why the invoice is being canceled.
Then click OK in the window Comment for cancellation.
The status of the supplier invoice is then set to Canceled.

If the canceled invoice was only registered, no offset entry will be created. If it has a preliminary entry, a preliminary offset entry will be created. If it is final recorded, a final offset entry will be created.

If the canceled invoice has a preliminary entry and the preliminary entry date is outside the open accounting period, you will see a window where you can enter the date for when the cancellation should be booked. The date that will be suggested is the first date in the first open period. If the canceled invoice is final recorded and the date is outside the open accounting period, you will see a corresponding window. When you cancel the invoice, the entries created for the invoice will be removed from the supplier invoice log.

If the canceled invoice has preliminary linked or linked order rows, the invoice bases will be released from the invoice and again made available for linking to a new invoice.

At the very bottom of the window you can see information about who created and/or most recently modified the information for the current record and at what time. Using the button you will access a log containing all modifications.

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