1. Supplier Invoice per Community

Navigation: Community Level > Finances > Invoice

1.1 Individual Invoice 

The following screen will appear to complete

• Supplier: Select the supplier as per the invoice received - the supplier must be verified.
• Date: Select the invoice date.
• Our reference: Best practice would be to use the supplier code hyphenated to the invoice number received, e.g. SUP001-INV001 - this will allow for automated allocation of supplier payments.
• Supplier reference: the reference that will reflect on the supplier's bank statement. 
• Upload Files: This comes in handy when Trustees need to authorize payments and they can view the original invoice. Only two files can be uploaded.
• Create the line items relevant to the invoice, to add more line items select + Add Row
• Once all the information has been added and confirmed, click on Create an Invoice

2. Supplier Invoice per Global 

2.1 Individual Invoice 

Navigation: Global Overview > Finances > Supplier Invoices

Please select in which community the invoice should be processed.

The following screen will appear to complete

• Supplier: Select the supplier as per the invoice received - the supplier must be verified.
• Date: Select the invoice date.
• Our reference: Best practice would be to use the supplier code hyphenated to the invoice number received, e.g. SUP001-INV001 - this will allow for automated allocation of supplier payments.
• Supplier reference: the reference that will reflect on the supplier's bank statement. 
• Upload Files: This comes in handy when Trustees need to authorize payments and they can view the original invoice. Only two files can be uploaded.
• Create the line items relevant to the invoice, to add more line items select + Add Row
• Once all the information has been added and confirmed, click on Create an Invoice

2.2 Bulk Invoices

Navigation: Global Overview > Finances > Payments > Payment Options > Import Bulk Invoices

Download the template by clicking on the Download template file here, option in the pop-up screen.

An Excel document will be downloaded - which will look similar to the following.

Navigation: Open the downloaded Excel sheet

• Column A: Insert the relevant community code
• Column B: Insert General Ledger Code - example 2000/007
• Column C: Insert Date in format yyyy/mm/dd - format the cell to text first
• Column D: Supplier Code on WeconnectU system.
• Column E: Amount (VAT incl.)
• Column F: Description of invoice 
• Column G: Our reference Best practice would be to use the supplier code hyphenated to the invoice number received, e.g. SUP001-INV001 - this will allow for automated allocation of supplier payments.
• Column H: Supplier reference the reference that will reflect on the supplier's bank statement. 
• Column I: VAT (Y/N)
• Column J: Source Number optional - this is the invoice number 

Once all the relevant information has been added, please save the Excel document.

Once the file has been uploaded, the below screen will appear reflecting all the invoices which will be uploaded from the file.

The invoices will be listed on the Payments Page under the Manage tab below each community heading. Invoices are listed and sorted in date format. The latest date will be listed at the top.