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Record a supplier invoice

Recording a supplier invoice enters what a supplier has billed you for, checks it against the purchase order and the goods receipt, and — where it clears — posts it. See the three-way match for how that check works.

  1. Go to Purchasing → Invoices, then select New invoice from the split button — it also offers New landed cost invoice and New credit note, each covered on their own page.
  2. Pick the Supplier, and enter the supplier's own invoice number and its dates. A banner among the builder's controls warns when a document looks like one you've already recorded. Separately, Yessort won't let you save the same invoice number twice against one supplier.
  3. Add lines with Add from GRN, which opens Add from goods receipts — a list of what's been received from this supplier but not yet billed. Pick the lines this invoice covers.
  4. For freight or a similar charge with nothing physical behind it, open Service & landed costs and select Add service line. See add landed costs for how to set its distribution.
  5. If the supplier has offered a settlement discount, open the Settlement discount panel. It's captured once on the invoice header and spread across the lines automatically at save; clearing it restores the original figures exactly.
  6. To book stock in that was never recorded on a goods receipt of its own, use Add product. Read this before you do: posting an invoice with one of these lines creates and posts a goods receipt for it there and then, putting the stock on hand and moving its cost immediately — it isn't a paperwork-only step. Yessort makes you confirm this: a dialog titled Book stock in and post warns "Posting this invoice creates and posts N goods receipts — N units booked into stock immediately," where N is the actual number of receipts and units involved.
  7. Save. The primary button is whichever of Save & Match, Save & Post or Save, Match & Post applies to what you've entered — Yessort works out which is possible from how the lines land against the three-way match. Its dropdown also offers Save draft. Without permission to edit purchasing records, Save draft is the only option you get. Saving may post the invoice straight away, or send it back held if the match fails — see resolve a held invoice.

Starting from a purchase order​

A purchase order that's no longer a draft or pending approval shows a Related documents card on its own page. That's where you can start an invoice against it directly, as long as you have permission to edit purchasing records.

Invoices by email or from a scanned PDF​

Where it's set up, Yessort can read an invoice from an uploaded PDF or receive one by email at a per-organisation address, rather than you keying it in by hand. Both are off until configured — ask us to turn them on.