You can track payments after sending a PO to suppliers from Fohlio. Create a dedicated document from the PO, add payment terms, register payments by dates, and more.
Creating Supplier Invoice:
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After creating a Purchase Order and sending it to the supplier (Or Mark it as sent)
Click on the option to create a new invoice, which will generate a new document linked to the Purchase order.
Adding Invoice Details
In the newly created invoice, fill in the necessary information:
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Provide an invoice name that helps identify the invoice.
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Set the invoice date to specify the date of the invoice.
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Set the terms of payment for the invoice. You can add multiple terms if required.
Setting Payment Terms
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Specify the payment terms for the invoice.
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Choose whether to set the terms by percentage(%) or by amounts.
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For example, you can set a 50% down payment and the remaining 50% to be paid after 30 days.
Percentage:
Amounts:
Including Additional Fees
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If there are any additional fees associated with the invoice, such as shipping, packing, or sales tax, you can add them to the invoice.
Attaching Documents
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If you have received a PDF document of the invoice from the supplier, you can attach it to the invoice document for reference or record-keeping.
Creating Multiple Invoices for the same PO (Optional)
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If needed, you have the option to create multiple invoices same PO if you need to separate the items invoices by deleting the unwanted item from the invoice,
Then back to the PO, create a new invoice and follow the same method.
Seeking Approval and Adding Payments
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If required, you can seek internal approval for the invoice from any stakeholder, before making any changes or adding payments.
Users who asked for approval will receive an email leading them to the invoice
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Start adding payments to the invoice as they are made to the supplier.
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You can add payment based on the terms selected, also you can add alternative payment methods.
Tracking Invoice Status:
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Any changes made or payments will affect the status of the invoice, below you find the status overview:
Partially Paid: Payments applied to the invoice do not cover the total of the invoice
Fully paid: Payments applied to the invoice cover or exceed the total of the invoice
Overdue: One of the payment due dates has been passed
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As payments are applied to the invoice, the amount will be registered, and the invoice status will be updated accordingly.
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For example, if you make payments to the supplier today and save the changes, the invoice status will be changed to "partially paid."
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Once all payments have been made, you have the option to mark the invoice as "fully paid" to indicate that the payment terms have been met.
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This step allows you to avoid going over terms or payments individually.
Downloading or Deleting Invoices
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You can download the invoice as a PDF for record-keeping purposes.
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If you realize that the invoice is incorrect or redundant, you also have the option to delete it.
Which PO's are attached to the Supplier Invoice?
You can check on which invoices are attached to a PO by going to the Purhcase order list
> Search for the PO
> In the invoice column you will see all invoices attached to this PO
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