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.

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 process, 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.
   

How to create a supplier invoice from a purchase order

Follow these simple steps to convert a purchase order to a supplier 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 invoice, 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.