After filling all the required details you can save the invoice against the order. The invoice will be matched against the original order when you try to save it. If there is an over-invoicing the system will flag this and by default the system will not allow this – figure 1. Depending on your setup of PLANERGY there may be a tolerance allowed for this.
Fig. 1 – New Invoice – Over-invoice Error
If the invoice does not match the original order and does not fall within the invoicing tolerance set in the system you will likely have one of two scenarios.
Fig. 2 – View Invoice – Waiting For Authorization
Once saved the invoice will be included in the invoices tab for the order it is related to along with any other invoices related to the order – figure 3. The invoice can be accessed directly from there.
Fig. 3 – View Purchase Order – Invoices Tab
If you have accessed the New Invoice page directly from the main menu no purchase order will be selected automatically and you will not see any line items to select for the invoice. To select an order to pick items from you can click the Import Items button. A popup will appear with a list of orders to select from and an ability to search by order number – figure 4. If you select an order you can then follow the same process as outlined when accessing the New Invoice page from the Invoices tab for an order.
Fig. 4 – New Invoice – Import Items Popup
Also, if you are matching an invoice to more than one purchase order you will need to select the list of items from the second order in the same way. You can then add the additional items from another purchase order from the same vendor to the invoice. You can import items from as many purchase orders from the same vendor into a single invoice as needed.