Register supplier invoice

In this procedure you can register new supplier invoices, modify existing invoices, and credit or cancel invoices. You can register debit invoices, credit invoices, and interest invoices. You can also final record invoices here. Multiple users can work with invoices in the procedure at the same time.

In a standard Monitor ERP system, the registration is done manually. If both customer and supplier use Monitor ERP, orders and invoices can be sent and received as XML files via e-mail. Here you can then import the supplier invoices and get them automatically registered. Read more about Monitor-to-Monitor.

You can apply preliminary entry of invoices in connection with the registration. This is activated with the system setting Preliminary entry of supplier invoices. Preliminary entry means that the invoices by default are posted on a standard account for preliminary accounts payable and a preliminary account, and on an account for input VAT, pending the final coding.

It is possible to enter a preliminary purchase posting (pre-posting). You can create postings for preliminary entry and final recording. These are either printed via a journal or recorded directly into the accounting. You can also create postings in another currency. Invoices that are only registered or preliminary recorded cannot be paid.

You can preliminary link purchase orders to material invoices as soon as you register or preliminary record the invoice.

In the Posting box you enter postings of supplier invoices. When you register a new invoice, you can start to pre-post the supplier invoice, but it is optional. In this mode, you can save the invoice even though there is some amount left to post. If there is a purchase account selected for the supplier, the posting on that account will be loaded automatically after you have entered an invoice amount, but it is possible to modify the posting.

If you create postings for the invoice prior to the final recording, and you use the Electronic invoice management (see below), these postings will be included in the invoice when it is sent for authorization.

It is possible to use the accrual principle on postings on the invoice by clicking Apply accrual accounting on the function menu in the Posting box. This can also be made automatically if the current account is marked with accrual account in the Chart of accounts procedure.

If the option Fixed assets register is installed, you can also register fixed assets when final recording the invoice. This is done by clicking the button Register/complement fixed assets object on the function menu. This can also take place automatically if the current account is marked with accrual account in the Chart of accounts procedure.

You final record the invoice by using the button Final record in the posting box. Final recording can also be made under the Order link tab by clicking the Final record button.

For material invoices you link purchase orders either by first selecting the purchase order number on the header row or by selecting a purchase order under the Order link tab. In the upper box under that tab you can see the purchase orders that have been arrival reported for the selected supplier. In the bottom box you can see the order rows of the purchase order you have selected to include. You then select which order rows you want to link to the supplier invoice. For each order row it is possible to update prices, discount, VAT code, and posting.

If you link a subcontract purchase order and the belonging manufacturing order has already been final reported and has status 9 (Historical), then a warning appears informing you that the subcontracting cost will not be reported on the manufacturing order. In this case you have two options. 1) Continue with the invoice registration and ignore the fact that the subcontracting cost will not be reported on the manufacturing order. 2) Cancel the invoice registration and change the status on the manufacturing order back to 6 (Delivered). Then continue with the invoice registration and link the subcontract purchase order. This way the subcontracting cost will be reported on the manufacturing order. Then you final report the manufacturing order again.

You can final record an order invoice when you have completed the linking of the purchase order. That is why you also find the Final record button at the bottom of this tab. You will then be transferred to the Supplier invoice tab, and in the Posting box you can see the posting of the invoice, including the postings that you have created through links to order rows.

It is possible to automatically post price differences and also exchange rate differences on a separate price difference account and accounts for exchange profit/exchange loss. This is done in connection to final recording the supplier invoice after linking order rows. In order to get exchange rate differences posted, the supplier invoice and the linked order rows must be in the same currency. The system setting Record price differences during invoice registration determines if price difference and exchange rate difference should be posted automatically.

You can either final record invoices during registration or by loading already registered/preliminary recorded invoices and final record them by clicking the Final record button in the posting box and then save. If you apply preliminary entry and final record a new invoice directly before you save during registration, no preliminary entry is created.

Before you save an order invoice as final recorded you can still link purchase orders to it. But if you have saved the invoice as final recorded you can no longer link purchase orders. If you final record an invoice that has a preliminary entry, the preliminary entry’s postings will be replaced with the postings of the final recording, that is, the posting on regular accounts.

If you final record an invoice, it is possible to undo the final recording by using the Undo final recording button. It can be undone as long as you have not saved the invoice as final recorded. The invoices that have been final recorded can then be paid.

If you use the Electronic invoice management (EIM) option, you can see which invoices are ready for final recording by selecting the For final recording inbox in the navigation panel.

When making a credit of a supplier invoice you can choose if the entire debit invoice should be credited or not. If you choose not to credit the entire invoice, you must manually enter the invoice amount and posting to be credited. If there is a linked purchase order, you can also on order row level select what you wish to credit on the debit invoice.

If you use the Electronic invoice management (EIM) option as well as the EIM Workflow option, the imported credit invoices will automatically be placed in the Register credit invoice inbox in the navigation panel. From here you load those invoices and credit the in the regular way.

Read about how to credit or cancel a supplier invoice in the Register supplier invoice section under Using Monitor G5 -> Accounts payable on the menu in the online help function.

Electronic invoice management (EIM)

With the option Electronic invoice management (EIM) you can scan paper invoices to PDF format and when you register these invoices, an image of the invoice is shown which you then link during the registration (see below). EIM also provides support for authorization lists. These are connected to registered invoices making it possible to send them on an authorization round. There is also support for signer groups and parallel authorization when using EIM.

A function for interpretation and import of invoices and e-invoices from suppliers is included in EIM. A function to export e-invoices to customers is also included. Read more about this below.

When you have installed EIM, there is a box called Navigation in the left section of the procedure window. Here you select a scanned invoice from a PDF inbox*. The scanned invoice (the PDF) will then automatically be linked to the supplier invoice you are registering. An image of the invoice is shown in a separate display. By clicking the button Show invoice image on the toolbar of the procedure, you can open that window you again in case you have closed it. Her you can also see and link other documents to the invoice.

Interpretation and import

You can activate a function for interpretation/capture of supplier invoices. The interpretation/data capture is done via an external software called CrossState which is integrated with Monitor ERP via an API. With the interpretation function, the supplier invoices will automatically become interpreted using the OCR number and become transferred to the For registration/verification inbox in the Navigation box. From here you get to import the invoices and register them.

To activate the interpretation, you must create an account in the plugin included in EIM called E-invoice CrossState. You find this plugin for the import type Supplier invoice, under the Import tab in the Settings for export/import procedure.

In CrossState you verify the interpreted invoice rows. It is possible to reinterpret invoice rows which have been incorrectly interpreted. This way you "educate" the interpretation function to make it more accurate in future interpretations.

If your suppliers can send e-invoices, you can also activate a function making it possible to import e-invoices. You activate this function in the same plugin: E-invoice CrossState. No interpretation/caption is required for e-invoices. Instead, they will be automatically imported to the Pending inbox in the Navigation box. If you have entered an authorized signer for the suppliers, the invoices will automatically be sent for authorization and will not be placed in one of the inboxes.

The imports are made via the CrossState API in Monitor ERP.

The interpretation function is useful combined with the EIM Workflow option, especially if you deal with large numbers of invoices. Read more about EIM Workflow below.

Please note! If you need help creating the account, or with interpretation and import of invoices, please contact the Monitor Support Center for assistance.

EIM Workflow

You can add the option EIM Workflow to your EIM. This will automate the flow of supplier invoices: registration, linking of purchase order to material invoices, authorization, and final recording. What you can achieve with EIM Workflow is a fully automated flow. Normally, you will then not be handling any invoices in the this procedure.

For material invoices, it is required that the invoice rows can be matched with the corresponding purchase order rows. For expense invoices, the flow is a bit more straightforward since no matching takes place on row level and no linking of purchase order. If you apply authorization at row level (activated via the system setting called Use extended authorization on posting rows) matching will take place on row level.

If EIM Workflow is installed, you also find the button Save and send to Workflow on the toolbar of the procedure. If an invoice has gotten stuck in an inbox and you have fixed the cause of it, then you can use this button. The invoice is then sent along in the flow, e.g., to authorization and final recording if it had gotten stuck in any of the Create authorization list or Find order/part inboxes (see below).

With the EIM Workflow additional inboxes will be added in the Navigation box. (XML inboxes are not shown since import of invoices from these will take place automatically when using EIM Workflow.) Each inbox represents a step in the invoice flow. Read more about them in the topic called Navigation. In the Authorize supplier invoice procedure, the Navigation box and some of these inboxes with EIM Workflow are also added.

If invoice rows cannot be matched with purchase order rows by Workflow you have to verify and manually link these in the Invoice rows and Purchase order boxes under the Order link tab. In that case the external software CrossState will not be used for verification. When you have installed the EIM Workflow option, the Invoice rows box under the Order link tab and the Invoice rows box under the Supplier invoice tab, will be added.

Rounding and EIM Workflow

The system takes care of rounding when importing supplier invoices. If the invoice contains information about rounding, it will not have to be handled/posted in the authorization flow. The interpreted/imported rounding is shown below the Posting box. The rounding is automatically posted on the standard account for the rounding. This is done in connection with final recording of the invoice.

Handling of price factor

Import of price factor on the invoice rows that are imported, are handled in the following way. Price factor can, for example, show that a price each is shown per 100. In connection to when the invoice is created in Monitor ERP, the price each is automatically turned into a correct unit price via the price factor, making it possible to match with the purchase order. This function requires you to interpret the price factor from the invoice rows.

Example: The interpreted price each on the invoice is 10 EURO and the interpreted price factor is 100. This results in a unit price of 0.1 EURO which is the price entered on the purchase order. If you had then purchased 1000 pieces at 0.1 EURO each, this will be interpreted as 1000 pieces with the price 10 EURO/100. The interpreted price each is turned into a correct unit price (a price each) in Monitor ERP. The price each on the invoice and the price each in Monitor ERP can be different because of the price factor used during import for the prices to match.

Please note! If you need help with EIM Workflow, please contact the Monitor Support Center for assistance.