Syrinx® -  Entering a Purchase Invoice

Overview: This guide is designed to help you with entering Purchase Invoices.

To enter a purchase invoice, you need to go into Purchasing and then Enter Invoices.

This screen will pop up and you need to click on Enter New.

You will need to select the supplier that the invoice relates to.

 Once you have entered your supplier you will have a list of purchase orders/receipts to allocate the invoice against.

Select the order/receipt and click OK.

On the reconcile screen you need to check that the unit price and nominal code is correct. You will need to reconcile each line or click reconcile all if there are multiple lines.

Note: If the invoice relates to multiple orders/receipts, then use the order number dropdown at the top allowing you to reconcile multiple orders onto one invoice.

Once you have finished reconciling the orders/receipts, click OK. 

This will open the invoice screen.

You need to enter your suppliers invoice number and the correct invoice date.

The nominal, description, Net amount and Tax amount can all be changed if needed. Once you are happy then click Confirm at the bottom. When clicking confirm the system will issue an internal ref number. This can be noted on the invoice.

Note: You can turn on the authorise feature in the configuration. This allows purchase invoices to be allocated to a member of staff for them to authorise.

Once confirmed, the invoice will sit on the enter invoice screen as below. If you are using the authorise feature then all invoices will need confirming at the end of the day by clicking confirm individually or confirm all at the bottom. Once posted to your accounts they will be removed from the list.

 When entering a cross hire/transport invoice the process is slightly different.

You will still go in via Purchasing and Enter invoices, but you will need to click enter X-Hire/Transport. You then enter the purchase order number. This will show supplier, item, amount already invoiced, contract and customer.

Click OK, enter the invoice number, invoice dates and the charge from and to dates.

If you then go to the Charge Estimates tab, this will show an estimated charge based on the rate and period entered. At the bottom you can click Create Invoice Lines.

This will take you to the Invoice Lines tab.

The nominal, description, Net amount and Tax amount can all be changed if needed. Once you are happy then click Confirm at the bottom (you have the same authorise feature as described above). When clicking Confirm, the system will issue an internal ref number. This can be noted on the invoice.

Note: If you don’t click the create invoice lines button you will have to manually create them by selecting the nominal, Description, Net Amount and Tax Code/Amount.