1. Home
  2. Documentation
  3. Onventis Buyer
  4. Operational Purchasing
  5. Invoice processing

Invoice processing

Incoming invoices

Under Operative Purchasing → Invoice Processing → Incoming Invoices you can see a list of invoices.

New invoices have the status For Release at Customer. After you have released an invoice, it receives the status Released. If an invoice was rejected, it receives the status Rejected bycustomer.

The supplier will be informed about the invoice approval or rejection by e-mail.

Depending on the settings in the order processing workflow, an invoice can be created as a collective invoice. You can recognize a collective invoice, invoice with several orders, by the number of orders.

Columns in invoice overview

  • Checkbox: if you want to release several invoices at the same time, you can release all selected invoices by activating the checkbox(es) and the release button.
  • No.: the invoice number of an invoice.
  • Title: in the column Title you can see the invoice title, the creation date and time, the number of invoice items, as well as the number of orders. For a collective invoice, the number of orders is > 1.
  • Supplier: in the column Supplier you see the supplier who created the invoice or for whom the invoice was created.
  • Invoice date: the column Invoice date contains the date from which the payment term is calculated, e.g. Invoice date 01.01.2017 with a payment term of 14 days the invoice is due on 15.01.2017.
  • Creationdate: in the column Creation date you can see when the invoice was created in Onventis by the customer or supplier.
  • Invoice ID (barcode): in the column Invoice ID you will see an identification number, if available. With the invoice ID, scanned invoices can be uniquely identified.
  • Date of dispatch/service provision: in the column Date of dispatch or service provision you can see when the goods were dispatched. In the case of a service order, you see the period (from-to) on which the service was performed.
  • Invoice receipt date: in the column Invoice receipt date you can see when the invoice, postal or electronic, was received.
  • Invoice date supplier: in the column Invoice date supplier you can see the invoice date given by the supplier.
  • Organizational unit: in the column Organizational unit you can see the organizational unit for which the invoice was created.
  • Total (net): in the column Total you can see the net total of all orders and positions. The net total does not include tax.
  • Currency: in the column Currency you can see the invoice currency.
  • Status: in the column Status you can see the status of the invoice. The following statuses are possible:
    • For release at customer: the invoice must be checked and released by the responsible user.
    • Released: the invoice has been released.
    • Rejected by customer: the invoice was rejected by a user.
  • Check: in the column Check you can immediately recognize deviations in the documents by means of the traffic light display. During the check, the documents, purchase order, goods receipt, and invoice are checked for variances with regard to quantities and prices. The following scenarios can be distinguished:
    • Red traffic light: the purchase order item quantity and the goods receipt match, the invoice quantity differs.
    • Yellow traffic light: the posted goods receipt quantity and the invoice quantity match, the purchase order item quantity differs.
    • green traffic light: order item, goods receipt and invoice quantity match.

In the incoming invoices you can navigate completely via the keyboard. The guidance is executed by means of the “Tab” key and key combinations (hot keys). The search and filling of fields is done without jumping to other pages and only by direct input in these fields.

The following key combinations are available in the area of invoice creation and processing:

Function Key combination
Navigation in the invoice list and within the RE items – “Ctrl” + “↑↓”
Open a selected invoice – “Ctrl” + “Enter”
Create a new invoice (“New” button in the invoice list) – “Ctrl” + “E”
Delete a selected invoice (“Delete” button) – “Ctrl” + “Del” key
Deleting a selected RE item (“Delete” button) – “Del” key
Create a new RE item (“New” button in the item overview) – “Ctrl” + “P”
Save and close (“Save and close” button) – “Ctrl” + “S”
Back button – “Ctrl” + “Back”
Register change (e.g. between “Basic data” and “Positions”) – “Ctrl” + “↔”
Sending an invoice – “Ctrl + Y”

Create credit memos as a customer

Within Onventis you have the possibility to use the credit note procedure. In the case of a credit memo procedure, settlement takes place by means of the creation of a credit memo by the customer and its sending to the supplier. The credit memo replaces the vendor’s invoice from a billing point of view. A credit note contains all items that can originate from one or more orders and includes all costs incurred in the order, e.g. shipping costs and additional costs.

Under Operative Purchasing → Invoice Processing → Credit Memos you can see all sent and saved credit memos.

Hinweis

Credit memos that you send to vendors must be released by the vendor. A credit memo is not complete until it has been released by the vendor.

Basic data tab

In the tab Basic data you can see the current status of the credit note, the supplier data, as well as your contact data. You can also enter an external comment for the vendor here.

Positions tab

In the Positions tab you can see all costs of the orders entered in this credit note. To remove single positions you have to open them and click on the delete symbol. You can also adjust the quantity of the items. The items in the credit memo are checked and the result is displayed in the credit memo.

  • Red traffic light: a red traffic light means that the credited quantity is greater than the delivered quantity.
  • Yellow traffic light: a yellow traffic light means that the quantity posted in the goods receipt is smaller than the quantity credited by you.
  • Green traffic light: if the traffic light is green, the credited quantity corresponds to the posted goods receipt quantity.

In the item summary, you can see the total amount and the individual VAT amounts.

Create collective credit memos

You can combine several individual credit memos into one collective credit memo. The prerequisite for this is that goods receipts have already been posted.

To create a new collective credit memo, call up the credit memo overview under Operative Purchasing → Invoice Processing → Credit Memos.

After entering the desired credit memo date and the last GR date, Onventis creates a collective credit memo for the corresponding vouchers via the Automatically create button.

The credit memos are initially in the status in entry. Via the Send button you can send the credit notes to the supplier.