Overview

• The Vendor Invoice section allows you to create, track, and manage invoices issued by vendors.
• This ensures that payments, billing, and financial reconciliation are properly handled based on purchase orders and contract terms.

Navigation Path

• Log in to the application.
• Go to the left menu and click Vendor.
• Click Invoice.
• Click Add Invoice.

Create Invoice – Form Fields

1. Select Project

• Choose the project associated with this invoice.

2. Invoice Type

Select the type of invoice from the dropdown options:

• Regular
• Proforma
• Credit

3. Enter Invoice Number

• Provide a unique invoice reference number.

4. Select Invoice From

• Select the vendor name from the dropdown list.

5. Select Purchase Order

• Choose the related purchase order.

6. Select Invoice To

• Select the organization name receiving the invoice.

7. Select Currency

• Choose the currency for the invoice.

Based on the above inputs, the following fields are auto-filled:

• Invoice Amount
• Tax Amount
• Total Amount

8. Select Payment Terms

• Choose the payment terms predefined in the Company Settings ➝ Finance Settings.

9. Select Invoice Date

• Choose the date the invoice was issued.

10. Select Due Date

• Enter the date by which the payment is expected.

11. Select Invoice Receive Date

• Record the date when the invoice was received.

12. Upload Attachments

• Attach supporting documents like receipts, contracts, or delivery notes.

Note: For creating an Invoice:

Mandatory Fields:

• Project *
• Invoice Type *
• Invoice Number *
• Invoice From *
• Purchase Order *
• Invoice To *
• Payment Terms *
• Invoice Date *
• Due Date *
• Invoice Receive Date *

Invoice – Table Listing (Vertical Format)

Each invoice record displays the following fields:

1. Actions

• View, Edit, Delete, and Make Payment options.

2. Invoice Number

• Unique invoice identifier.

3. Vendor Name

• The vendor issuing the invoice.

4. Project Name

• The related project.

5. Invoice Amount

• Amount before tax.

6. Tax Amount

• Tax is applied to the invoice.

7. Total Amount

• Final amount including tax.

8. Due Date

• Payment deadline.

9. Status

• Displays the current state of the invoice:
  • Draft / Submitted: Invoice created but not yet approved.
  • Paid / Settled: Invoice fully cleared and payment received.
  • Cancelled / Rejected: Invoice marked invalid or refused.
• Additional Features:
  • Search: Locate invoices using invoice number or other available filters.
  • Sort: Arrange invoices by date, amount, or status for easier tracking.

Invoice KPI’s

1. Total Invoice

• Displays the total number of invoices recorded.

2. Total Paid

• Shows the cumulative value of invoices that have been settled.

3. Total Outstanding

• Indicates unpaid invoice balances.

4. Overdue Invoice

• Highlights invoices past their due date.

5. Unpaid Invoices

• Lists pending payments awaiting processing.

6. DPO (Days Payable Outstanding)

• Lists the Average days taken to pay suppliers