Add Supplier Invoices

Navigation: Global Level > Finances > Supplier > Invoice > '+' (Add)

There are two options available to create Supplier invoices:

• Standard Supplier Invoicing
  • Ad-hoc Invoice - Manually capture and create a new supplier invoice.
  • Import Bulk Invoices - Upload multiple invoices at once using the Excel Bulk Invoice template.
• AI Assistant Invoicing
  • Upload Files - Using the AI Invoice Assistant to process PDF and Word Document containing invoices. This can only be done for Bulk upload invoices.

1. Standard Supplier Invoicing

Navigation: Global Level > Finances > Invoice > '+' (Add)

1.1. Ad-hoc Invoice

On the right-hand side, click on the '+' button. A pop-up will appear where the details for an ad-hoc invoice will be captured manually. 

Manually Capture the following fields:

• Community: Select the Community in which the invoice should be processed.
• 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. 
• Invoice line items: with selected ledgers, description, VAT if applicable, and amount.
• Upload Files: This comes in handy when Trustees need to authorise payments and they can view the original invoice. Only two supporting documents can be uploaded.

At the bottom of the pop-up, two options are available:

1. Save as draft: Saves the input as a draft. This does not create an invoice on the Solution yet.
2. Create: Finalizes and creates the invoice (GRV), which will pull to the Payments page.

2.1.2. Excel Bulk Invoice Template

Navigation: Global Level > Finance > Suppliers > Invoices > Menu Option > Import Bulk Invoices

Download the template by clicking on the Download bulk invoice template option in the pop-up screen.

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

• 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.
• 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 and upload it on the pop-up screen.

Once the file has been uploaded, a summary will appear reflecting all the invoices that will be uploaded from the Excel file.