Creditor Invoices

Creditor Invoices


This function facilitates the capturing of invoices on supplier accounts. Captured invoices can be sent for approval or saved as a draft to be completed later.

How to create an invoice

  1. Click on the  "create an invoice " button
  2. Select the Creditor for which you would like to create an invoice
  3. Click on the " Continue " button
  4. Select the date
  5. Type in the supplier invoice number
  6. The Supplier payment reference is an automated number generated via the system
  7. Select the Invoice payment terms at this will default to the payment terms selected when the Creditor account was created, however, it can be overwritten when necessary
  8. Select if this is a Tax Invoice. Selecting, this will default the individual invoice lines to a ‘Standard VAT’ type which will ease the capturing of transactions that contain VAT
  9. Enter the invoice Total Amount
  10. Enter a description for the invoice
  11. Type in a new item at or alternatively select an existing item from the drop-down box
  12. Enter the quantity of the item
  13. Enter the unit price of the item
  14. Select if the item unit price is VAT inclusive or not at The system will default each line based on the selection made, however, this can be overwritten when necessary
  15. Select the Account/Project to which this invoice line should be allocated to
  16. To add an additional item to the invoice, click on the " Add line" button
  17. To remove an item line from the invoice, select the item line by ticking the checkbox next to the relevant line number and then on the "delete lines" button
  18. The invoice total amount must match the sum of total amount of the Item lines before you can ‘Save and send for approval’
  19. The balance not allocated will display. The balance not allocated must be 0.00
  20. Click on the " Save and send for approval "  button once you are done. The invoice will now await approval from the user who has ‘Approve Creditor Transactions’ rights allocated to them
  21. The system will create a task for the user with " Approve Creditor Transactions " rights

The invoice total amount does not need to match the sum of total
amount of the Item lines in order to save the invoice as a draft.
  • The system will navigate back to the Invoices screen:
  • Invoices are displayed in different colors to identify the status of the invoice
  1. Orange: Draft
  2. Blue: Sent for approval
  3. Red: Rejected
  4. Yellow: Approved
  5. White: Paid

How to edit an invoice

  • To search for an invoice, type in any relevant data such as Invoice number, creditor number, amount in the search block
  • Filter the available invoices by selecting a specific creditor account, status and period of invoices from the drop down boxes available.
  • All invoices matching the criteria will be displayed:
  • To edit an invoice
  • Click on the "radio button"  next to the selected invoice you would like to edit
  • Then click on the " edit " button
Invoices that have been Paid or Approved cannot be Edited
  • Select another creditor account or continue with the current selection by clicking on the " Continue "   button.
  • Edit the applicable fields as required and click on the " Save and send for approval " button once you are done. Alternatively, you can click on the " Save draft " button if you would like to complete the invoice at a later stage.

How to copy an invoice

  • To search for an invoice, type in any relevant data such as Invoice number, creditor number, amount in the search block, alternatively filter the available invoices by selecting a specific creditor account, status and period of invoices from the drop down boxes available .
  • All invoices matching the criteria will be displayed
  • To copy an invoice, click on the "radio button"  next to the selected invoice you would like to edit
  • Then click on the  " Copy " button.
  • The screen will display a message that  " Are you sure you want to make a copy of this invoice? "  then  select " Yes."
  • The system will create a copy of the invoice as a draft that can now be edited.

How to delete an invoice

  • To search for an invoice, type in any relevant data such as Invoice number, creditor number, amount in the search block, alternatively
  • Filter the available invoices by selecting a specific creditor account, status and period of invoices from the drop down boxes available.
  • All invoices matching the criteria will be displayed
  • To delete an invoice, click on the "radio button"  next to the selected invoice you would like to delete.
  • Then click on the  " Delete "button; or alternatively, click on the red button with an x 
  • The screen will display a message that say " Are you sure you want to delete this invoice? ", select  " Yes "
Invoices that have been Paid or Approved cannot be deleted

Re-submit a  rejected invoice.

  • Select the status to ‘Rejected’
  • All rejected invoices will be displayed
  • Click on the "radio button"  next to the selected invoice.
  • Then click on the " Edit "  button
  • Click on the " Continue"  button if the supplier selected is correct, the screen will display as follows:
  • The rejected item lines will be highlighted in Red with the reason for rejection.
  • The approved item lines will be highlighted in Green .
  • In this example, the item was rejected as it was allocated to the incorrect account. Select the correct account from the drop down box and click on the " Save and send for approval "button to resubmit the invoice for approval.
  • The cycle will repeat itself between invoice submission and invoice approval until the invoice is either approved or removed/deleted from the system.
  • The system will navigate back to the Invoices screen.


Why can I not see an invoice I have sent for approval under Finances | Creditors | Approve Transactions
The Creditor account on which the invoice was created is ‘Unverified’.  Staff members with the necessary user rights to Verify Creditor accounts, must verify the captured supplier details, then the invoice will be available to approve.

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