Supplier Invoice Management

The interfaceSupplier invoiceis designed for the management of invoices linked to suppliers as part of purchases made for the company. It allows users to track, view, and manage invoices associated with different suppliers and ensure effective tracking of payments and amounts due. With this interface, it is possible to filter invoices by different criteria, such as date, supplier, vehicle, and fleet concerned.

Users can also add new invoices, view the details of each invoice (such as the amount excluding taxes and including all taxes), and attach files to keep a digital copy of invoices. This interface centralizes essential information on supplier transactions, thus contributing to simplified and organized management of company expenses.

SearchFilters:

• Start date / End date: Allows you to filter invoices based on the billing period.
• Number: Enter the invoice number to find a specific invoice.
• System No.: Filter based on the internal system number assigned to each invoice.
• Supplier: Select a supplier to see only their invoices.
• Nature business: Choose the nature of the company to filter the corresponding invoices.
• Fleet: Filters invoices according to the fleet concerned.
• vehicle: Select a particular vehicle to view associated invoices.
• Status: Filter by invoice status (e.g.: paid, pending).
• User: Filter by the user who entered the invoice.

List of Invoices:

Shows invoices matching applied filters with key information such as:

Shows invoices matching applied filters with key information such as:

• System No.: The internal number of the system.
• Number: The invoice number assigned by the supplier.
• Date: The date the invoice was created.
• Supplier: Name of the supplier associated with the invoice.
• Fleet and Vehicle: Indicate the fleet and vehicle concerned by the invoice.
• Number of pieces: Number of items or services invoiced.
• Amount excluding taxAndAmount including tax: Amount excluding taxes and all taxes included in the invoice.
• Status: Indicates the status of the invoice (e.g.: validated, awaiting payment).
• User: The user who created or managed the invoice.
• Attachment: Allows you to view or add attached files, such as a PDF of the invoice.

Action Options:

• Add an invoice: Click on the green button+to create a new invoice.
• Export: Export options are available to download invoices in Exce format.
• Export Supplier Invoices with Part Details: This option allows you to export supplier invoices, including all details associated with the invoiced parts.
• Refresh: Allows you to refresh the list of invoices.
• Import: Import from the list of invoices.
• Reports Button:The buttonReportsprovides quick access to detailed reports on supplier invoices.

 

Add a New Invoice:

The interfaceAdd a New Invoiceallows users to create a supplier invoice and add details of associated parts to it. Here is a step-by-step guide to adding a new invoice with documents:

Access the “Add a New Invoice” Option:

• Click the “+” button or the buttonAddto open the form for creating a new supplier invoice.

Fill in the Basic Invoice Information:

• Invoice number: Enter the invoice number provided by the supplier.
• Supplier: Select the supplier from the list.
• Invoice date: Indicate the date of the invoice.
• Payment method: Choose the payment method (e.g.: bank transfer, check).
• Amount excluding taxAndVAT: Enter the amount excluding taxes and the applicable VAT rate. The amount including tax is calculated automatically.
• FleetAndvehicle: If the invoice is linked to a specific fleet or vehicle, select them from the drop-down lists.
• Store: Choose the store or storage location for parts if applicable.
• Attachment: Attach a file (such as a digital copy of the invoice) for future reference.

Add Documents to the Invoice:

• Under the sectionPieces, click the "+" button to add details about the items or services billed.
• Piece: Select the part or service from the list of available items.
• Unit: Specify the unit of measurement (e.g.: unit, kg, liter).
• Quantity: Indicate the quantity of the part.
• Unit price: Enter the unit price of the item.
• Discount: If a discount is applied, enter the amount or percentage of the discount.
• Amount excluding tax, VAT, AndAmount including tax: These fields are automatically calculated based on the information entered.
• Repeat these steps for each part you want to add to the invoice.

How(Optional):

• Add a comment if you would like to include additional notes regarding the invoice.

Save the Invoice:

• Once all the information has been completed, click on the buttonSaveto validate the invoice.
• La nouvelle facture sera alors ajoutée à la liste des factures fournisseurs, avec tous les détails des pièces.

Payment of a supplier invoice

After registering an invoice in the system, payment is not made automatically. You must follow the following steps to make the payment:

Steps to follow:

1. Accéder au module "Finance"
   Rendez-vous dans le module Finance, puis cliquez sur l’interface « Paiements fournisseurs ».

2. Ajouter un nouveau paiement
   Cliquez sur le bouton « Ajouter »pour créer un nouveau paiement fournisseur.

3. Sélectionner le fournisseur
   Choisissez le fournisseur concernépar le paiement.

4. Visualiser les factures impayées
   Le système affiche automatiquement toutes les factures non payéesde ce fournisseur.

5. Sélectionner les factures à payer
   Cochezles factures que vous souhaitez régler.

6. Enregistrer le paiement
   Cliquez sur « Enregistrer »pour valider le paiement.

Result :

• Une fois enregistré, le statut des facturespasse de « Non payé »à « Payé ».

• Vous pouvez vérifierce changement dans le module « Factures fournisseurs ».