User-Managed Supplier Invoice & Credit Management

Created by Harriet Medlicott, Modified on Mon, 5 Sep, 2022 at 1:51 PM by Harriet Medlicott

Finance

Invoice and Credit Management

You can manage your user-managed invoices/credits on Pi, helping to consolidate everything on one platform.

These invoices and credits can be manually reconciled and are included in Pi's Purchase Coding exports, alongside your system suppliers. You can also set up Reporting Periods to create your own statements.

Further features include:

Nominal and cost centre codes automatically applied (if set up)
VAT summary automatically generated
Notes can be added
Invoices/credits are presented alongside system suppliers
Details of recorded invoices and credits show in reports within Pi's Intelligence module

Click on images within this article for easier viewing.

TABLE OF CONTENTS

Getting Started
Creating Manual Invoices & Credits
Overview
Reconciling
Reporting Periods
Related Articles

Getting Started

If you haven't already, you need to create your user-managed suppliers/products in Pi's Inventory module. Once done, you can then configure your accounts ready for manual invoicing. View the Inventory articles to learn more and get in touch with the Pi Helpdesk to request access be given for manual invoicing.

Once configuration is complete...

Select the Finance module from the left-hand navigation bar
Select Invoices & Credits

Creating Manual Invoices & Credits

Located at the top-right hand side, click on the Tools drop-down
Select Manual Invoices
Click Add new
Use the drop-down filters to start set up, enter the invoice/credit number and select a date
Click Next to continue
Add your products by selecting Add line (you can search by code or description)
After selecting a product, select Add line to continue
When finished select Submit Invoice (if you are not ready to submit click the Back button, located top-left, to save the invoice/credit as Draft)
Added lines will show product data based on the entries when created in Inventory. These can be amended (if required). Ensure to adjust quantities based on the invoice/credit. If you are using Pi's Purchase Coding module you will see your coding rules, including cost centre:
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If an account has been set up to require a PO number/delivery number/delivery date, you will be notified to add them:
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Overview

Invoices and credits will show on the Manual Invoices and Credits page:

Here, you can:

Use the available drop-downs to help search
Select Edit on an invoice/credit in Draft status to continue
Select View to open a submitted invoice/credit
The Tools drop-down will provide the options to:
- Duplicate (for both Draft and Submitted status)
- Delete (for Draft status only)

Reconciling

Your user-managed invoices/credits will be presented with your system suppliers. Use the Supplier type drop-down when viewing e-Invoices & Credits to help you find these:

Take a look at the Invoice Reconciliation & Authorisation article to learn more on how to further manage your manual invoices/credits. You can also reconcile during creation:

Reporting Periods

Reporting Periods allow you to create your own statements that contain invoices/credits for both system and user-managed suppliers:

Take a look at the Reporting Periods article to learn more.

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