A Supplier Invoice is called an Invoice Register in OPS Rental.
These can be added straight from the Invoice Register dataset but it is advised to add directly from the Purchase Order the Invoice relates to as the system will then automatically fill in several fields.
- Fill in the Invoice Number - which is the supplier's reference of the Invoice
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Before saving you must select your Invoice Register Type correctly as you will be unable to change it after the initial save.
- Purchase Invoice is your standard Invoice
- Purchase Credit if you are getting a credit from the supplier. See Supplier Purchase Credit for more information.
- Once you have completed all required fields in the header, run the Select PO Lines for Purchase or Credit option. Depending on the type of Invoice you are doing the appropriate lines will appear available to select. Select them and click the close button.
If you do not see the required lines it is possible they have not yet been GRNed, in which case you are still able to select them by simply running the search again (click the Search option on the same screen you are currently on). This will return all lines on the PO.
- Switch to the Invoice Register Lines tab within the Invoice Register.
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Open up the relevant line
- Add your Qty or Duration - this means how many you are paying for, or how many days you are paying for.
- Add your Net Value on this Invoice PC - how much this invoice is for this line in the Purchase Currency.
- Reduce Qty Recd on PO Item Yes or No is only for a Purchase Credit.
- Add in any other relevant fields then save and close.
- On the Approval tab make sure to set an Approval by User who will get a notification when you request approval.
- Once your lines are complete you can then request Approval using the Function Request Approval.