From the Side menu select the InvoiceFlow option, followed by Invoices
You will see an overview of the invoices that you have entered into the system and at what stage they are at.
Add a new invoice
Use the Add a new invoice button to start a new transaction.
If you want to edit a previously saved draft, click the pencil icon next to the invoice.
Next, upload a copy of your invoice and complete the fields in the Invoice Details section.
Any details saved against the invoice will be populated in the invoice detail fields.
Yellow fields are mandatory.
Use the drop-down list or search function to select a previously saved supplier. Or the plus button allows a quick add of new suppliers.
The payment method and due date will be calculated based on the details saved against the selected supplier.
This is the category the invoice needs assigning to. If only 1 is available this will default so no selection is required.
If more than 1 is available, use the drop-down list to select the appropriate category.
The category selected will determine the coding requirements and default VAT rate.
Description – Enter a description for the invoice
Invoice no./PO no. – Enter the invoice number and PO number if required.
Invoice Date – The invoice date will default to today, but can be changed to match the invoice.
Due Date – If you have saved payment terms for the supplier, this will be calculated. It can also be entered manually or changed.
Country of purchase – If the invoice is not in GBP change the country of purpose.
Total amount – Enter the gross value of the invoice and update the currency using the search function if required.
VAT rate – The VAT rate will default from the category but can be edited if required.
Select any necessary coding required by your organisation.
In order to split coding for individual invoice lines, you first need to add an invoice line by clicking the 'Add line' button in the Invoice lines section.
You will then be presented with a screen like this once you have entered your invoice category, here you should enter the total amount for the line, and the VAT rate.
To split the coding, click the green 'Split coding' button.
From there you will be shown this menu, to split the coding click the plus button.
That will present you with this menu, where you can choose which coding you want to add, once you are happy with your selection, click the green 'OK' button.
To change the distribution of the invoice line to different pieces of coding, change the contribution percentages to your desired ratio.
Once you are happy click the green, 'OK' button.
That will save your invoice line, allowing you to add another one if you need to.
Due to the nature of this system, you can change the distribution of each individual invoice line to suit your needs.
On completion of the invoice, details use the Save button.
The next stage allows you to save or submit the invoice.
If you have further details to add to an entry use the Save as draft button.