How to create a supplier invoice

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

Table of contents

• Create a supplier invoice

• Attach suppliers invoice
• Book the invoice

• How to create a supplier invoice from a purchase order

• How to add freight to the Supplier Invoice?

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Create a supplier invoice

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 
   
   

   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.
    

   It is necessarily relevant to look into all fields listed below, but some of them could be relevant to go through.
   
   

   Supplier

   • Supplier:  Select the supplier associated with the invoice. 

   • Billing- and delivery address:  The billing address is retrieved from the supplier, while the delivery address is retrieved from the Information section. 
     You can edit both addresses directly on the invoice if changes are required for the invoice.

   • Payment type: If relevant, select the payment type to be used on the invoice.

   References and terms

   • Our reference: The internal reference for the invoice. This may, for example, be the employee responsible for the purchase. 

   • Their reference: The supplier’s reference, such as a contact person or another supplier-related reference. 

   • Other reference:  Can be used for an extra reference if needed. 

   • Currency:  Select the currency for the invoice. 

   • Currency rate: If the invoice is issued in a currency other than DKK, the exchange rate is used to convert the amount. 

   • Payment terms:  Select the payment terms for the invoice. 

   • Delivery terms:  Specify the delivery terms applicable to the purchase. 

   • VAT zone: Select the VAT zone for the invoice. If left blank, the supplier’s default VAT zone will be applied. 

   • Layout: Select the layout to be used for the invoice PDF. 

   • Project: If the invoice should be linked to a project in e-conomic, this project can be selected here.
     

     • This requires project management to be enabled in the e-conomic integration.

   • Cost type:  If using cost types inyour setup, the relevant cost type can be selected here. 

   Notes and invoice information

   • Supplier invoice number: Enter the invoice number from the supplier invoice received. 

   • Heading:  Add a heading for the invoice. 

   • Invoice date:  Specify the date shown on the supplier invoice. 

   • Note: Add an internal note or supplementary information to the invoice. 

    

 

Add products to the invoice

Once the invoice details have been completed, you can begin adding lines to the invoice.

Scroll down to the bottom of the page and click either:

• + Product line

  • Use the field 'Products' to search for your own product number and name.

  • Use the field 'Supplier product number' to search for the suppliers product number
    
    

• + Text line, if you would like to add a text line.

 

Book the invoice

When all of the details are in place and you have added the products, then click "Book" to register the invoice.

Receive products: During the booking process, you will be able to confirm the receipt of the products to your inventory.

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.

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How to add freight to the Supplier Invoice?

To manage freight on your supplier invoice, you must first create a dedicated product that will function as your freight line.

Please click on the following article to learn more about how to create a freight product: How to wirk with shipping in Rackbeat