Preparing & Distributing Supplier Invoices
When more than one invoice exists for a supplier, these documents can be combined (aggregated) in the system to form one single invoice document. This makes it easier to complete the approval and distribution steps as the invoices can be sent as one document and on a predefined timeline such as quarterly or monthly.
To prepare and distribute supplier invoices, you must complete the following three steps:
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Step 1: Aggregate the Invoices
Hover your mouse over My Company in the Menu Bar and then click on Invoice Production - Suppliers in the provided menu.
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Any invoices with an Effective Date in the entered range or selected period will appear as shown below. Here you will see the current status of each invoice, the cost, effective date, and additional information.
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Note that only invoices which have an Effective Date and status Invoice Draft will be eligible for the aggregation process. |
Next, you will need to click on Aggregate now... This will produce a single document for each supplier invoice displayed for the configured time period.
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Once the invoices have been aggregated, the screen will appear as shown below. As you can see, now only one invoice exists for the supplier (Tim Starks in this example). In the Agg. Column, it now displays Aggregation and the dollar amount of the two invoices has been combined.
Step 2: Approve the Invoices
After the invoices have been aggregated for one or more supplier within the configured date range, you will need to continue to Step 2 - Approving the Invoices. To do so, click on Approve at the top of the screen.
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Now the Status Column will show Invoice Approved. New icons will also appear to show that it is a new invoice document and for viewing the approved document.
Step 3: Distribute the Invoices
The final step involves distributing any approved invoices to the supplier(s). This can be done by clicking on Distribute on the Supplier Invoice Production Tab.
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