1. Equipment Rental
  2. Rental Management
  3. Flows

Invoice purchase orders
Activity Flow

Posting a purchase order invoice updates the open vendor balance unless the vendor is already fully paid. It also updates inventory financial values and posts the transactions to the general ledger.

The purchase order process is complete when the purchase order lines are invoiced and the invoice journal is posted.

Note: You must set up workflows in advance to use them in this process.

Accounts payable clerk Accounts payable clerk Accounts payable manager Accounts payable manager Start Start Submit purchase invoice for approval Submit purchase invoice for approval Submit a purchase invoice for approval through the workflow. Based on the workflow owner's decision: Approve: You receive a notification and can post the invoice Reject: Create a new invoice and submit it again Request change: Update the invoice and resubmit Procedure 1. Go to Accounts payable > Purchase orders > All purchase orders. 2. In the list, click the link in the selected row. 3. On the Action Pane, click Invoice. 4. Click Invoice. 5. Click Workflow to open the drop dialog. 6. Click Submit. 7. In the Comment field, type a value. 8. Click OK. Was the invoice  approved or rejected? Was the invoice  approved or rejected? Rejected Rejected Approved Approved End End Review purchase Invoice Review purchase Invoice As the assigned reviewer, reviews the purchase invoice. There are several options for the reviewer to choose from. Also, a comment can be added to the purchase invoice submitter for instructions of any sort. Also, work items assigned to the reviewer can be found from the default dashboard or from the common module. Procedure 1. Refresh the page. 2. Expand the Work items assigned to me section. 3. Click Vendor invoice. 4. In the list, mark the selected row. 5. Click Open. Note: Review the invoice 6. Close the page. 7. Click Workflow. 8. Click Approve. Note: Can be reject, request change, etc.. 9. In the Comment field, type a value. 10. Click OK. 11. Close the page. Is vendor invoice workflow activated? Is vendor invoice workflow activated? Generate vendor invoice Generate vendor invoice Generate a vendor invoice after receiving the item. Enter the required invoice details. You cannot generate the invoice before the item is received. Once received, a fixed asset is created for the business object. This allows renting it out before acquisition is finalized. The acquisition is processed only when the vendor invoice is posted. Procedure 1. Go to Accounts payable > Purchase orders > All purchase orders. 2. In the list, mark the selected row. 3. In the list, click the link in the selected row. 4. On the Action Pane, click Invoice. 5. Click Invoice. 6. In the Number field, type a value. Note: Mandatory step 7. In the Invoice date field, enter a date. 8. In the Posting date field, enter a date. 9. In the Due date field, enter a date. 10. Click Update match status. 11. Close the page. Change requested Change requested Post invoice and check voucher Post invoice and check voucher To finish the invoice process, post the vendor invoice. Before you post the invoice:Update the match status.Specify the invoice number.If the invoice includes a business object purchase, an acquisition journal is also posted for the related fixed asset.You can validate the posting by checking the voucher. Procedure 1. Go to Accounts payable > Purchase orders > All purchase orders. 2. In the list, mark the selected row. 3. In the list, click the link in the selected row. 4. On the Action Pane, click Invoice. 5. Click Pending invoices. 6. In the list, mark the selected row. 7. Click to follow the link in the Invoice field. 8. Click Update match status. 9. Click Post. 10. Close the page. 11. Refresh the page. 12. Click Invoice. 13. In the list, mark the selected row. 14. Click Voucher. 15. Close the page. Delegated Yes

Activities

Name Responsible Description

Submit for approval

Accounts payable manager

Submit a purchase invoice for approval through the workflow.

Based on the workflow owner's decision:

  • Approve: You receive a notification and can post the invoice
  • Reject: Create a new invoice and submit it again
  • Request change: Update the invoice and resubmit

Review purchase invoice

Accounts payable manager

As the assigned reviewer, reviews the purchase invoice. There are several options for the reviewer to choose from. Also, a comment can be added to the purchase invoice submitter for instructions of any sort. Also, work items assigned to the reviewer can be found from the default dashboard or from the common module.

Generate vendor invoice

Accounts payable clerk

Generate a vendor invoice after receiving the item. Enter the required invoice details. You cannot generate the invoice before the item is received.

Once received, a fixed asset is created for the business object. This allows renting it out before acquisition is finalized. The acquisition is processed only when the vendor invoice is posted.

Post invoice and check voucher

Accounts payable clerk

To finish the invoice process, post the vendor invoice. Before you post the invoice:

  • Update the match status.
  • Specify the invoice number.

If the invoice includes a business object purchase, an acquisition journal is also posted for the related fixed asset.

You can validate the posting by checking the voucher.

Activities

Name Responsible Description

Submit for approval

Accounts payable manager

Submit a purchase invoice for approval through the workflow.

Based on the workflow owner's decision:

  • Approve: You receive a notification and can post the invoice
  • Reject: Create a new invoice and submit it again
  • Request change: Update the invoice and resubmit

Review purchase invoice

Accounts payable manager

As the assigned reviewer, reviews the purchase invoice. There are several options for the reviewer to choose from. Also, a comment can be added to the purchase invoice submitter for instructions of any sort. Also, work items assigned to the reviewer can be found from the default dashboard or from the common module.

Generate vendor invoice

Accounts payable clerk

Generate a vendor invoice after receiving the item. Enter the required invoice details. You cannot generate the invoice before the item is received.

Once received, a fixed asset is created for the business object. This allows renting it out before acquisition is finalized. The acquisition is processed only when the vendor invoice is posted.

Post invoice and check voucher

Accounts payable clerk

To finish the invoice process, post the vendor invoice. Before you post the invoice:

  • Update the match status.
  • Specify the invoice number.

If the invoice includes a business object purchase, an acquisition journal is also posted for the related fixed asset.

You can validate the posting by checking the voucher.
Related to Notes

Create and send purchase orders

 		 

Invoice purchase orders

 		 

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