Purchase Order Invoicing

OBJECTIVE

The Purchase Order Invoicing function is used to confirm the receipt of an invoice linked to an order (Purchase Order Management, Stock Order from Catalogue or Subcontract Management) entered in maestro*.

The accounting entries for fees incurred are generated when the transaction is transferred. To correctly manage incurred fees, special settings are required in Configuration. On invoicing, the accounting entries for fees incurred created earlier on transfer of the Receipt of Goods are cancelled and replaced by the actual accounting entry. The user can link an invoice to a counter by employee if the Human Resources module is installed. To do this, simply click on the Use Accumulator by Employee icon. This icon is available in the tool bar at the top of the screen when user enter invoice details. If user deletes a non-transferred invoice, maestro* also deletes any linked Use Accumulator by Employee transactions.

 

PREREQUISITES

• Purchase Order Management, Subcontract Management or Stock Order from Catalogue
• Receipt of Goods (for a Stock Order from Catalogue only)

 

ICONS

Purchase Order Invoicing Icons

Icon Title Used to Create a transaction from a scanned document Allows the creation of a transaction from a previously scanned document. NOTE: This option is available only in the version 3.05 of maestro*. Transfer Allows user to transfer the selected invoice. Print (CTRL+P) Access the List Generator or the invoice default form, depending on which form has been configured. NOTE : forms are configured in the Purchasing Configuration option (Forms tab > Purchase Order Invoices section). Payment Certificate Allows user to generate the Payment Certificate in a Word format. This icon is a shortcut to Display Certificate option, described below. It is also possible to access several options by clicking on the arrow to the right of the icon. Display Certificate: Allows user to see the payment certificate, in Word format, before printing. This option also allows user to edit the text before printing. Print Certificate: Prints the payment certificate directly in Word format. Payment Certificate form: Prints the payment certificate in maestro* report viewer, from a maestro* form. This format does not allow user to make changes to the document before printing. NOTES: The forms necessary for the printing the payment certificate must be defined in the Forms tab of Purchasing in the Configuration general settings. User must close the Word application before using the View the Form or Print the Form options so that maestro* can perform the merge between maestro* and Word. Documents Displays saved documents in Document Management for the selected invoice. Display only Non-transferred entries Displays the non-transferred transactions. Display only Transferred entries Displays the transferred transactions. Pending Transactions Display the Purchase Order Invoicing Pending Transaction’s contents grid. For more information, consult the Create a Purchase Order Invoicing from a Pending Transaction section. Modify Total Display Allows user to change the display format of the totals line displayed at the bottom of the screen. NOTE: When the button is pressed, the net amount of the invoice, after subtracting the holdback, is displayed on the total line. Order Inquiry Displays the order detail linked to the selected invoice. Supplier Inquiry Displays the supplier detail linked to the selected invoice. Use Accumulator by Employee Allows user to select the employee and the counter for the transaction. Configuration Configure maestro* behaviour for invoicing. NOTE: These configurations are saved by user. Only the non-self-explanatory icons or those with special features are defined in the table.

 

Summary

• Enter an invoice linked to purchase order
• Enter an invoice linked to stock order from catalogue
• Enter an invoice linked to a subcontract
• Create a transaction from a scanned document
• Create a purchase order invoice from a pending transaction

 

Steps

maestro* > Purchasing > Purchasing > Purchase Order > Purchase Order Invoicing

 

The fields available vary based on the type of order selected: non-catalogue order (purchase order management, subcontract management) or stock order from catalogue.

1. Select or enter the order number.

For a stock order from catalogue, if there are merchandise receipts that have not been invoiced on an order, select those that must be invoiced. They are displayed in the Receipts related to this order section.

2. Click Accept.

 

Enter an invoice linked to purchase order

1. Enter the required information in the Details tab:

The information from the Detail section is from the selected order. User can change the tax amounts by pressing CTRL-F7.

1. Order section:

Field	Description
Order	Order number.
Supplier	Code and name of the supplier linked to the order.
Project	Determines the project to which the expense is assigned.
Work Order	Work order number. NOTE: If the Work Order module is installed, user can select a work order entered in this module. Otherwise, the field is a free text field available to the user.
Type	Expense group type.
Date	Accounting date.
Due Date	Invoice due date. NOTES: It is possible to change the time when the due date is calculated by modifying the Due Date Calculation field in Configuration. If a date has not been entered, maestro* calculates the due date based on the Payment Terms and Invoice Date fields. If an invoice date has not been entered, maestro* calculates the due date based on the transaction date. If a payment term has not been entered, maestro* posts the invoice date or the transaction date as the due date.
Invoice Date	Actual date of the invoice.
Payment Terms	Payment Terms generated by the Payment Terms Management module automatically defaults in the Payment Terms field for invoicing. NOTES: If a payment term is posted in Supplier Management, it is posted automatically. Maestro* determines the due date of posted invoices according to the applicable payment terms.
Supplier	Supplier's code. NOTE: This 2nd supplier allows user to invoice a supplier other than the one entered at the time of the order. The invoice and disbursement are transferred to the latter.
Invoice No.	Supplier's invoice number. NOTES: Immediately after entering the invoice number, maestro* checks whether this number has already been entered for the supplier and displays a warning message, if applicable. If the invoice number has already been entered for the supplier, maestro* can also block or display a warning message when the transaction is saved, depending on the value selected in the When an invoice number already exists for a supplier setting. This setting is available in Security Management, Access Restrictions tab, Purchasing, Purchases section.
Acceptance	Indicates that the invoice can be transferred if the field is set to Yes.
Holdback %	Holdback percentage applicable to the invoice.
Mode	Available values: With tax Includes taxes in calculating the holdback. Without tax Taxes are not included in the calculation of the holdback.
Discount	Discount applicable to the payment.
Instant Disb.	Indicates that the invoice can be paid immediately if the field is set to Yes. In this case, a cheque will be created automatically after the invoice is transferred. NOTES: This cheque is then accessible in the Print Cheques option and it is dated with the due date. According to user security settings, the user may also be able to print the disbursement immediately after the invoice is transferred if user has access to the Print Cheques option. If the Generate the disbursement automatically box is checked in the configurations (Projects > Inter-company †> Purchases), the field will be set to Yes.
Period	Used to enter an invoicing period. NOTE: For information purposes only.
Request No	Supplier's request number. NOTE: For information purposes only.
Bank	Bank account for which the cheque is issued. NOTES: This field is only displayed if the Instant Disb. field is set to Yes. Depending on the payment method specified in Supplier Management, maestro* displays the bank account specified in general ledger configuration regarding the supplier's payment method. In Inter-co mode, the bank account will be retrieved from the configurations (Projects > Inter-company > Purchases > Bank Account), if applicable. Otherwise, the bank account will be determined in the usual way.
AP	Accounts payable general ledger account.
Holdback	General ledger account to which holdbacks are posted.
Discount	General ledger account to which discounts are posted.
Cheque No.	Cheque number to be created for an immediate disbursement. NOTES: This field is only displayed if the Instant Disb. field is set to Yes. If the field is left blank, maestro* assigns the next cheque number for the bank account. In a number is specified in this field, maestro* assumes the cheque has already been printed and will not allow it to be printed immediately.

2. Transferred Total section:

Field	Description
Contract	Total amount of the order.
Invoiced	Total amount of the order invoiced.
Discount	Total discount.
Balance	Balance in receipts pending on the order. NOTE: User can view the details of the balance by order line by clicking […].

2. Enter the required information in the Breakdown tab:

The Project filter allows to filter regular orders in the breakdown grid according to the project they belong to. Only orders belonging to the selected project will be displayed in the grid. The Filter field allows to apply a second filter to the lines of the orders' breakdown grid. Maestro* will search for an exact match with any cell in the grid (not case sensitive).

 

Field	Description
Inventory Code	Inventory code from Catalogue Management. NOTE: You can enter a non-inventory item (for which there is no code in Catalogue Management) if preceded by an exclamation mark (!).
Description	Description of the item.
Supplier’s Part Number	Item’s part number as determined by the supplier. NOTES: Maestro* checks if one of the part’s four suppliers matches the order’s supplier. If it is, the part number entered in the catalogue for that supplier is displayed. The part number is displayed as read-only and cannot be modified.
Project	Determines the project to which the expense is assigned for each breakdown line.
Activity	Determines the activity to which the expense is assigned for each breakdown line.
Group	Determines the group to which the expense is assigned for each breakdown line.
Unit	Conversion unit.
Original Quantity	Originally ordered quantity.
Original Amount	Original amount of the order.
Remaining Quantity	Remaining quantity to be billed. IMPORTANT NOTE: The quantity displayed takes any other non-transferred transactions into account.
Qty to Invoice	Quantity billed on current transaction.
Unit of Measure	Unit of measure of the item ordered.
U.P.	Unit price.
Discount %	Discount percentage.
Amount	Remaining amount to be billed. IMPORTANT! The amount displayed takes other non-transferred transactions into account.
Invoiced	Amount billed on current transaction.
Tax 1	Tax code applicable. NOTE: To find out the source of the applicable code and tax rate, refer to the Reading tax codes in maestro* topic.
Tax 2	Tax code applicable. NOTE: To find out the source of the applicable code and tax rate, refer to the Reading tax codes in maestro* topic.
Company	Company name. NOTE: Available in multidimensional mode only.
Specif. 1	Specification linked to the item purchased.
Specif. 2	Specification linked to the item purchased.
Completed	If the box is checked, it will indicate on the line that it has been closed. NOTE: The line is closed automatically when the invoiced quantity matches the quantity to be invoiced.

3. Enter the required information in the Extras on Invoicing tab, which is used to invoice items not on the original order.

By default, maestro* proposes to post these items to the project specified when the order was entered. User can change it manually if required.

4. Click Save.

User can invoice items on a closed order by activating this function in the Access Restrictions tab in Security Management.

 

Enter an invoice linked to stock order from catalogue

1. Enter the required information in the Details tab:

The information from the Detail section is from the selected order. It is possible to change the tax amounts by pressing CTRL-F7.

1. Order section:

Field	Description
Order	Order number.
Type	Expense group type.
Supplier	Code and name of the supplier linked to the order.
Accrual	Indicates Yes if the Accrued cost accounting is active for the selected order. In this case, the charges accrued generated by the receipts selected for the current invoice will be reversed in the invoice transfer.

2. Order Status section:

Field	Description
Contract	Total amount of the order.
Added Items	Items added in receipts against this order.
Invoiced	Total amount of the order invoiced.
Discount	Total discount.
Balance	Balance in receipts pending on the order. NOTE: User can view the details of the balance by order line by clicking the lookup […].

3. Total of this Invoice section:

Field	Description
Subtotal	Amount of invoice before taxes.
Federal Tax	Total federal tax amount for the invoice.
Provincial Tax	Total provincial tax amount for the invoice.
Total Amount	Total amount of the invoice.
Total Variance	Variance amount between the order and the invoice. NOTE: This field is displayed only when the No Variance option is selected in the Action to take when Invoicing a Stock Order field, of Receipt of Goods section in the General Setting.

 

Field	Description
Supplier	Supplier's code. NOTE: This 2nd supplier allows user to invoice a supplier other than the one entered for the order. The invoice and disbursement are transferred to this other supplier.
Invoice No.	Supplier's invoice number.
Acceptance	Indicates that the invoice can be transferred if the field is set to Yes.
Automatic Receipt	Available values: Yes Automatic receipt on an order. Receipt is processed by default. NOTES: The two transactions (receipt and invoice) are generated at the same time. No Mandatory merchandise receipt on an order. NOTES: User cannot use automatic receipt if there has already been a receipt on the order or if the accrued costs reconciliation is enabled. User cannot enter a negative quantity greater than the quantity already received.
Date	Accounting date.
Due Date	Invoice due date. NOTES: It is possible to change the time when the due date is calculated by modifying the Due Date Calculation field in Configuration. If a date has not been entered, maestro* calculates the due date based on the Payment Terms and Invoice Date fields. If an invoice date has not been entered, maestro* calculates the due date based on the transaction date. If a payment term has not been entered, maestro* posts the invoice date or the transaction date as the due date.
Invoice Date	Actual date of the invoice.
Work Order	Work order number. NOTE: If the Work Order module is installed, user can select a work order entered in this module. Otherwise, the field is a free text field available to the user.
Discount	Discount applicable to the payment.
Payment Terms	Payment Terms generated by the Payment Terms Management module automatically defaults in the Payment Terms field for invoicing. NOTES: If a payment term is posted in Supplier Management, it is posted automatically. Maestro* determines the due date of posted invoices according to the applicable payment terms.
Holdback %	Holdback percentage applicable to the invoice.
Mode	Available values: With tax Includes taxes in calculating the holdback. Without tax Taxes are not included in the calculation of the holdback.
Instant Disb.	Indicates that the invoice can be paid immediately if the field is set to Yes. In this case, a cheque will be created automatically after the invoice is transferred. NOTES: This cheque is then accessible in the Print Cheques option and it is dated with the due date. According to user security settings, the user may also be able to print the disbursement immediately after the invoice is transferred if user has access to the Print Cheques option.
AP	Accounts payable general ledger account.
Holdback	General ledger account to which holdbacks are posted.
Bank	Bank account for which the cheque is issued. NOTES: This field is only displayed if the Instant Disb. field is set to Yes. Depending on the payment method specified in Supplier Management, maestro* displays the bank account specified in general ledger configuration regarding the supplier's payment method.
Discount	General ledger account to which discounts are posted.
Cheque No.	Cheque number to be created for an immediate disbursement. NOTES: This field is only displayed if the Instant Disb. field is set to Yes. If the field is left blank, maestro* assigns the next cheque number for the bank account. In a number is specified in this field, maestro* assumes the cheque has already been printed and will not allow it to be printed immediately.

4. Receipts related to this order section: In this section, the receipts linked with the current order are displayed. The information displayed is not editable.

Field	Description
Selected	Used to select a receipt other than the one selected initially. NOTE: User can add a receipt to those that have already been selected. Maestro* asks a question and an action must be selected.
Receipt Cpt	Total amount of the receipt.
Trans. No	Transaction number.
Date	Reception date.
Delivery No	Delivery number.
Received Amount	Total amount received.
Invoiced Amount	Total amount invoiced on this receipt.
Balance to Invoice	Difference between the amount received and the amount invoiced.
Receipt Proc. Mode	Mode of procurement reception.
Currency	Indicates the currency
Currency Rate	Indicates the exchange rate for the currency.

2. Enter the required information in the Breakdown tab:

Field	Description
Inventory Code	Code for the item in a stock order from catalogue. NOTE: This field cannot be modified.
Description	Description of the item.
Supplier’s Part Number	Item’s part number as determined by the supplier. NOTES: Maestro* checks if one of the part’s four suppliers matches the order’s supplier. If it is, the part number entered in the catalogue for that supplier is displayed. The part number is displayed as read-only and cannot be modified.
Unit	Conversion unit. NOTE: The unit varies based on the factor entered in the item in the Catalogue Management option.
Site	Site of the item in the receipt of goods.
Identification	Identification of the item in the receipt of goods. NOTE: Identification can be a serial number if the Element Management Method is 3-Serial No or a size if the Element Management Method is 4-Variable Size in Catalogue Management.
Reservation No.	Reservation number from the order.
Order – Qty	Quantity ordered.
Order – U.P.	Unit price of the order.
Order –Discount %	Discount percentage.
Order – Amount	Amount of the order.
Order – Balance	Remaining amount to be invoiced.
Order – Qty not invoiced	Remaining quantity to be invoiced. NOTE: This quantity is calculated based on the quantity ordered less the received quantity that has already been invoiced.
Order – Qty to invoice	Quantity to be invoiced according to receipt during invoicing. NOTE: If multiple receipts have been selected to prepare the current invoice, the quantity represents the total quantities received on them.
Invoice – Qty	Quantity invoiced. NOTE: If Accrued Charges Management is enabled for the order, the quantity invoiced will be identical to the quantity to be invoiced. User will not be able to change it.
Invoice – U.P.	Unit price invoiced.
Invoice – Discount %	Discount percentage invoiced.
Invoice – Amount	Amount invoiced.
Project	Determines the project to which the expense is assigned for each breakdown line.
Activity	Determines the activity to which the expense is assigned for each breakdown line.
Group	Determines the group to which the expense is assigned for each breakdown line.
Tax 1 and Tax 2	Tax code applicable. NOTE: To find out the source of the applicable code and tax rate, refer to the Help in Reading tax codes in maestro*.
Company	Company name. NOTE: Available in multidimensional mode only.
Completed	If the box is checked, indicates that the line has been closed. NOTE: The line is closed automatically when the invoiced quantity matches the quantity to be invoiced.
Call Number	Indicates the service call number.

3. Enter the required information in the Extras on Invoicing tab: Used to invoice items not on the original order.

The project, activity and group must not be the same as the project, activity or group for the group inventory defined in General Settings, in the Purchasing module, Inventory (Inventory section). Otherwise, it will be impossible to save the transaction. By default, maestro* suggests posting these items to the project, activity and group specified in General Settings, Purchasing module, Stock Order from Catalogue sub-menu, Invoicing Fees sub-section. User can change them if required.

Lines may be displayed automatically in this section if the No Variance mode is enabled. In this case, maestro* ensures that the inventory is updated based on the unit price at which the item was ordered and, if the unit price invoiced differs from the ordered price, the difference is charged to a pre-defined project, activity and group.

To activate this mode, user must select No Variance in the Action to take when invoicing a stock order field available in General Settings option, Purchasing module, Receipt of Goods section, Invoicing adjustments to a stock order from catalogue sub-section.

This is also where the user can configure the project, activity and group to which the discrepancies will be posted. User can also enter a default description that will be indicated in all adjustments.

4. Click Save.

User can invoice items on a closed order by activating this function in the Access Restrictions tab in Security Management.

 

Enter an invoice linked to a subcontract

1. Enter the required information in the Details tab:

The information from the Detail section is from the selected order. User can change the tax amounts by pressing CTRL-F7.

1. Order section:

Field	Description
Order	Order number.
Supplier	Code and name of the supplier linked to the order.
Project	Determines the project to which the expense is assigned.
Work Order	Work order number. NOTE: If the Work Order module is installed, user can select a work order entered in this module. Otherwise, the field is a free text field available to the user.
Type	Expense group type.
Date	Accounting date.
Due Date	Invoice due date. NOTES: It is possible to change the time when the due date is calculated by modifying the Due Date Calculation field in Configuration. If a date has not been entered, maestro* calculates the due date based on the Payment Terms and Invoice Date fields. If an invoice date has not been entered, maestro* calculates the due date based on the transaction date. If a payment term has not been entered, maestro* posts the invoice date or the transaction date as the due date.
Invoice Date	Actual date of the invoice.
Payment Terms	Payment Terms generated by the Payment Terms Management module automatically defaults in the Payment Terms field for invoicing. NOTES: If a payment term is posted in Supplier Management, it is posted automatically. Maestro* determines the due date of posted invoices according to the applicable payment terms.
Supplier	Supplier's code. NOTE: This 2nd supplier allows user to invoice a supplier other than the one entered at the time of the order. The invoice and disbursement are transferred to this other supplier.
Invoice No.	Supplier's invoice number.
Acceptance	Indicates that the invoice can be transferred if the field is set to Yes.
Holdback %	Holdback percentage applicable to the invoice. NOTE: In Holdback Detail mode, it will not be allowed to manually modify neither the percentage nor the holdback amount.
Mode	Available values: With tax Includes taxes in calculating the holdback. Without tax Taxes are not included in the calculation of the holdback.
Discount	Discount applicable to the payment.
Instant Disb.	Indicates that the invoice can be paid immediately if the field is set to Yes. In this case, a cheque will be created automatically after the invoice is transferred. NOTES: This cheque is then accessible in the Print Cheques option and it is dated with the due date. According to user security settings, the user may also be able to print the disbursement immediately after the invoice is transferred if user has access to the Print Cheques option.
Period	Used to enter an invoicing period. NOTE: For information purposes only.
Request No	Supplier's request number. NOTE: For information purposes only.
Bank	Bank account for which the cheque is issued. NOTES: This field is only displayed if the Instant Disb. field is set to Yes. Depending on the payment method specified in Supplier Management, maestro* displays the bank account specified in general ledger configuration regarding the supplier's payment method.
AP	Accounts payable general ledger account.
Holdback	General ledger account to which holdbacks are posted.
Discount	General ledger account to which discounts are posted.
Cheque No.	Cheque number to be created for an immediate disbursement. NOTES: This field is only displayed if the Instant Disb. field is set to Yes. If the field is left blank, maestro* assigns the next cheque number for the bank account. In a number is specified in this field, maestro* assumes the cheque has already been printed and will not allow it to be printed immediately.

2. Total Transferred section:

Field	Description
Contract	Total amount of the order.
Invoiced	Total amount of the order invoiced.
Discount	Total discount.
Balance	Balance in receipts pending on the order. NOTE: User can view the details of the balance by order line by clicking the lookup […].

2. Enter the required information in the Breakdown tab:

Maestro* displays the order lines whose status is active even if the subcontractor status is modified.

 

The Project filter allows to filter regular orders in the breakdown grid according to the project they belong to. Only orders belonging to the selected project will be displayed in the grid. The Filter field allows to apply a second filter to the lines of the orders' breakdown grid. Maestro* will search for an exact match with any cell in the grid (not case sensitive).

 

Field	Description
Inventory Code	Inventory code from Catalogue Management. NOTE: You can enter a non-inventory item (for which there is no code in Catalogue Management) if preceded by an exclamation mark (!).
Description	Description of the item.
Supplier’s Part Number	Item’s part number as determined by the supplier. NOTES: Maestro* checks if one of the part’s four suppliers matches the order’s supplier. If it is, the part number entered in the catalogue for that supplier is displayed. The part number is displayed as read-only and cannot be modified.
Origin	Identifies the source of the amount, which can be the original contract or a change order.
Project	Determines the project to which the expense is assigned for each breakdown line.
Activity	Determines the activity to which the expense is assigned for each breakdown line.
Group	Determines the group to which the expense is assigned for each breakdown line.
Unit	Conversion unit.
Original Quantity	Originally ordered quantity.
Original Amount	Amount of the original order.
Remaining Quantity	Remaining quantity to be invoiced.
Qty to Invoice	Quantity to be invoiced.
Unit of Measure	Unit of measure of the item ordered.
U.P.	Unit price.
Discount %	Discount percentage.
Amount	Total invoiced amount.
Invoiced	Amount invoiced to date.
Tax 1	Tax code applicable. NOTE: To find out the source of the applicable code and tax rate, refer to the Help in Reading tax codes in maestro*.
Tax 2	Tax code applicable. NOTE: To find out the source of the applicable code and tax rate, refer to the Help in Reading tax codes in maestro*.
Company	Company name. NOTE: Available in multidimensional mode only.
Specif. 1	Specification linked to the item purchased.
Specif. 2	Specification linked to the item purchased.
Completed	If the box is checked, indicates that the line has been closed. NOTE: The line is closed automatically when the invoiced quantity matches the quantity to be invoiced.

3. Enter the required information in the Extras on Invoicing tab: Used to invoice items not on the original order.

By default, maestro* proposes to post these items to the project specified when the order was entered. User can change it if required.

4. Click Save.

The user can invoice items on a closed order by activating this function in the Access Restrictions tab in Security Management. The user now has access to Accept this entry without confirming the status (CTRL-F12) from the File menu.

 

Create a transaction from a scanned document

1. Click on Creation of a transaction from a scanned document. The Documents Import window appears. Pictures of the configured default directory are displayed (General Settings > Documents).
2. Select one or more scanned documents.

Some options are available to facilitation selection: Navigation to display the content of other directories (Browse button). Dynamic filter. Zoom tool to resize icons. A new document can also be scanned directly from this window.

3. Click on Accept.
4. Back in the principal screen, continue the invoice’s creation process.

 

Create a purchase order invoice from a pending transaction

1. Click on the Pending Transactions icon.
   The selection grid, at the top of the screen, displays the Purchase Order Invoice’ pending transactions.
2. Select a pending transaction.
   
   The pending transaction’s attached files are displayed in a new window.

If more than one file is attached, they will be displayed in the following order: PDF, Image, Excel, and Others.

3. The system automatically completes some entries in the options window (the user who created the transaction, the date and time of creation, etc.).

Other entries will automatically be completed if the transaction comes from the Outlook add-in.

4. Complete and save the transaction.

The transaction’s attached files will be available through the Document Management option upon saving.

 

See also

• Supplier Management
• Configuration
• Security Management
• Payment Terms Management
• How to Reading tax codes in maestro*
• How to Calculating an average cost including landing cost
• How to Posting Quarry Tickets as Accrued Project Charges

 

Last modification: November 07, 2024