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
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. |
- 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.
- Click Accept.
Enter an invoice linked to purchase order
- 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.
- 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.
- 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 […].
- 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.
- 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.
- 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
- 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.
- 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.
- 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 […].
- 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.
- 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.
- 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.
- 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.
- 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
- 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.
- 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.
- 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 […].
- 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.
- 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.
- 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
- 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).
- 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.
- Click on Accept.
- Back in the principal screen, continue the invoice’s creation process.
Create a purchase order invoice from a pending transaction
- Click on the Pending Transactions icon.
The selection grid, at the top of the screen, displays the Purchase Order Invoice’ pending transactions. - 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.
- 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 Import Outlook Emails option.
- 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