In Precoro, there are two ways to create an Invoice:
- from scratch without the Purchase order. Follow the link to see how it works.
- from an existing PO.
The purposes of creating Invoices for the Purchase Order:
- Track the discrepancies between the Order and the Invoice;
- Workflow for the Purchasing from Ordering for Payments and Receipts;
- Reduce late or early payments.
To create an Invoice for the Purchase order, follow these steps:
1. Navigate to the left side menu and press Create from PO.
The number in a red spot on this button shows how many Orders are pending for the Invoice.
2. Select the Supplier.
3. Select the relevant Purchase Order and fill in the data required.
4. Take a look at the original paper or electronic Invoice from the supplier. Is the invoice amount different from the order amount? If yes, you have some discrepancies that you need to reflect in your Invoice in Precoro. Look at the items and change them accordingly if there are discrepancies. Add new items if you have such in the Invoice, or delete some items if you don't have such items in the Invoice.
5. Once all changes are done, press the Confirm button.
6. Precoro will calculate the delta between the Purchase Order and Invoice at this stage. The document will go to the PO initiator for the Matching process if the Invoice to PO difference % is greater than the allowed Tolerance rate.
Please note that the matching process wouldn't be initiated when you change the Exchange Rates. But in case the amount exceeds the limited budget — you will not be able to save the invoice.
7. The Purchase Order initiator will receive an email notification regarding any required approval changes. And should then go into Precoro and review the changes in the PO.
- Once revised and accepted, the PO will be sent for approval again to confirm the changes.
- Once Invoice changes are accepted and approved, Precoro will change the prices in the PO depending on the last Invoice and increase quantities if that is the case.
- The Invoice approval process starts when the Purchase Order approval process ends.
Also, you can create multiple Invoices for one product of the PO.
It happens when a supplier:
- makes multiple deliveries;
- delivers the goods in piecemeal fashion, on different days.
In this case, the supplier will provide you with two or more invoices for one product. You can change the number of goods in the Invoice and pay only for part of the Order. And you can then pay for the remaining goods with another invoice.
Best practices always to match Invoices with POs would be:
- get a catalog from the supplier with the correct SKU;
- ask your supplier to refer each Invoice to the relevant PO #;
- make your suppliers use the Precoro Suppliers Portal.