The Creditor Invoices function facilitates capturing invoices on supplier accounts. Invoices can be sent for approval or saved as a draft for later completion.

Finances > Creditors: Invoices

How do I create a creditor invoice?

1. Click Create an invoice.

2. Select the Creditor and click Continue.

3. Select the date and enter the supplier invoice number.

4. The Supplier payment reference is auto-generated by the system.

5. Select the Invoice payment terms (defaults to the terms set on the creditor account but can be overwritten).

6. Select if this is a Tax Invoice. This defaults each line to Standard VAT to simplify VAT capture.

7. Enter the invoice Total Amount and a description.

8. Add line items: enter the item name (or select from the drop-down), quantity, unit price, VAT inclusive/exclusive status, and account/project allocation.

9. Use Add line to add more items or tick a line and click Delete lines to remove one.

10. The invoice total must match the sum of all line items before saving. The Balance not allocated must be 0.00.

11. Click Save and send for approval. The invoice awaits approval from a user with Approve Creditor Transactions rights. A task is created for that user automatically.

• The invoice total does not need to match line item totals when saving as a draft.

Invoices are colour-coded by status: Orange = Draft, Blue = Sent for approval, Red = Rejected, Yellow = Approved, White = Paid.

How do I edit, copy, or delete a creditor invoice?

• Edit: Search for the invoice, select it with the radio button, and click Edit. Paid or approved invoices cannot be edited. Make changes and click Save and send for approval or Save draft.

• Copy: Select the invoice, click Copy, and confirm. The system creates an editable draft copy.

• Delete: Select the invoice and click Delete (or the red X button) and confirm. Paid or approved invoices cannot be deleted.

How do I re-submit a rejected invoice?

1. Filter by status Rejected to display rejected invoices.

2. Select the invoice and click Edit, then Continue.

3. Rejected lines are highlighted in red with the reason; approved lines are in green.

4. Correct the issue (e.g. select the correct account) and click Save and send for approval.

5. The approval cycle repeats until the invoice is approved or deleted.

Frequently asked questions

Why can I not see an invoice I sent for approval under Approve Transactions?

The creditor account on which the invoice was created is Unverified. A user with rights to verify creditor accounts must first verify the supplier details before the invoice can be approved.

Can I edit or delete an approved invoice?

No. Invoices that have been approved or paid cannot be edited or deleted.

Can I save an invoice without completing all the line items?

Yes. You can save as a draft even if the total amount does not match the line item totals. The totals must only balance before sending for approval.