How to create a supplier invoice

You can either create a supplier invoice through a purchase order or from scratch - e.g. if you do not have the purchase order in the system. Below we guide you through how to create a supplier invoice from scratch.

Are you ready to create a supplier invoice from scratch? Our step-by-step guide will help you through the process.

Click here to learn how to create a supplier invoice from a purchase order: "How to create a supplier invoice from a purchase order".

  1. Go to Purchasing: Start by hovering the mouse over "Purchasing" in the top menu
  2. Find invoices: Select "Invoices" in the drop-down menu
  3. Create new invoice: Click on "Create new" to create the draft 
  4. Select the supplier: From the drop-down menu, select the supplier you want to create the invoice for. When you're ready to continue, simply click 

    1. Fill out invoice details: Fill out all of the relevant informations about the purchase, this could be payment terms, delivery terms and other necessary details.
    2. Add products: Scroll down to the bottom of the page, where you can add products to the invoice by clicking on "+ Product line" or "Add Collection".
    3. TIP: If you have a PDF invoice from the supplier, then you can easily replace Rackbeats invoice by clicking on "Upload PDF".


      1. NOTE: You have to book the invoice before it is visible if you click "View PDF" or "Download PDF". 
  5. Book the invoice: When all of the details have been noted down and you have added the products, then click "Book" to register the invoice.
    1. Receive products: During the booking proces, you will be able to confirm the receipt of the products to your inventory.
  6. Complete the booking: Click on "Book" once again to complete the booking of your supplier invoice.

Nice to know: What this invoice also does is that it locks the cost prices for which you have bought the goods, which is what forms the basis for how your stock value is calculated.

How to create a supplier invoice from a purchase order

Follow these simple steps to convert a purchase order to a suppler invoice, which will make it easy for you to synchronize your purchasing with your economy system. 

  1. Go to Purchasing: Start by hovering the mouse over "Purchasing" in the top menu
  2. Find purchases: Select "purchases" in the drop-down menu or simply click on "Purchasing"
  3. Find the purchase order: Look through your overview to find the purchase order you want to convert to an invoice
  4. Create invoice: Hover over the 3 dots on the left side of the purchase order and select "Create invoice"

    1. Add supplier invoice number: Here you can add the suppliers invoice number, which will be displayed on the PDF.
    2. Add additional invoice lines: Do you have any additional lines to add to the invoce, then you can do it now. This could be lines such as "Shipping".
    3. Upload documentation: Do you have a PDF of the invoice or other relevant documentation, then you can upload it to replace the Rackbeat invoice.

  5. Book the invoice: After making sure that all prices and information is correct, then click on "Book" to book the invoice. This will lock and archive the invoice.

Nice to know: What this invoice also does is that it locks the cost prices for which you have bought the goods, which is what forms the basis for how your stock value is calculated.