Creating Supplier Invoice

You can control the invoice from your supplier according to what you purchased or received. SimplicityCoy can also generate draft invoices automatically from purchase orders or receipts.

Go to Accounting -> Suppliers -> Supplier Invoices -> 

  • Supplier
  • Source Document
  • Supplier Invoice Number
  • Payment Reference
  • Invoice Date
    • By default will be the current date if no date is set.
  • Due Date
  • Permit No
    • Cargo clearance Permit Number
  • Currency
  • Invoice Lines
    • Select the products for the invoice
      • Quantity
      • Unit Price
        • By default, it will be the cost price stated in the product.
      • Discount
        • You can define a discount by percentage for each item.
      • Taxes
        • If any, taxes apply. You can define the default tax in the Product.
  • Additional Information

  • Responsible
  • Payment Terms

To save the information, Click on  

Stages of Invoice:

  • Draft
    • Draft status is used when the user is encoding a new and unconfirmed Invoice
  • Open
    • From draft, click on 
    • When the invoice is Validated, the invoice will be in Open Stage. At this point, the invoice will be waiting for payment.
    • Note: Once a invoice is Validated, you cannot make any changes to the invoice. The system is expecting the full amount to be paid eventually. If there is any changes to the amount, you will have to create a new invoice or refund.

  • Paid
    • Once you made your payment from your supplier, you can click on  to register the payment made.
    • Supplier
      • Auto complete with the Invoice customer
    • Paid Amount
      • By default it will be the full amount based on the current invoice.
      • However, it is also possible to register partial payment.
      • When a partial payment is made, the invoice remains open and the remaining amount is shown as the balance.
      • You can register another payment again till the full amount is fulfilled and the invoice will be closed with status Paid.
    • Payment Method
      • Bank
      • Cash
    • Date
    • Payment Ref
    • Memo

Ask Refund

You have the option to ask for a Refund once it is validated.

There are 3 options in Refund Invoice:

  • Create a draft refund
    • Create a supplier refund based on the invoice details.
  • Cancel: create refund and reconcile
    • This option is only possible if the invoice is not in Paid stage.
    • When this option is chosen, the system will convert the current invoice to Paid stage. But at the same time, a refund will also be created with the same details directly in the Paid stage.
  • Modify: create refund, reconcile and create a new draft invoice
    • This option is only possible if the invoice is not in Paid stage.
    • When this option is chosen, the system will convert the current invoice to Paid stage. But at the same time, a refund will also be created with the same details directly in the Paid stage.
    • A new draft invoice will be created for your new billing.