Invoices are used for recording money owed to suppliers and any tax applicable to the purchase. Brightpearl provides two methods of recording a supplier invoice:
- A purchase invoice is received against a purchase order and provides a visible record of the invoice, the ability to receive purchase goods into stock and print documents
- A supplier bill creates only the accounting journal and provides no other record or option to receive goods or print documents
Purchase orders/invoices allow you to:
- Record a payment made to the supplier
- Post an invoice to create the accounting and update the supplier account balance
- Print or email purchase order documents to the supplier
- Receive inventory into stock
A purchase invoice is received against the original purchase order and will automatically be posted with the values displayed on the order screen. It is therefore important that the order prices and quantities match precisely to the details on the invoice received from the supplier.
Note that an invoice can only be received against an order where all or none of the inventory has been received.
Receiving a purchase invoice on a purchase order will:
- Create the invoice accounting to record purchases/stock received not invoiced, accounts payable and tax where applicable.
- Lock the purchase order so no further changes can be made.
- Update the supplier account balance and financial history with the amount owed. If the order has already been marked as paid the balance will automatically be cleared.
- Create accounting adjustments for price changes on any received inventory to ensure cost of sales is corrected.
- (Optional) Update your cost price list with any price changes so that future purchase orders use the correct pricing.
One invoice to many orders
A single invoice can be received against multiple purchase orders. All the items on the selected orders will be marked as invoiced.
Part order invoices
If an invoice is only for part of the order, or orders, the remaining items must be split to a back order. Brightpearl only handles full order invoicing.
Multiple invoices for a single order
If multiple invoices are received all for a single order, the items for each invoice need to be split onto separate purchase orders.
Deleting or amending purchase invoices
Once an invoice has been received on a purchase order it cannot be un-invoiced. Any corrections will need to be made by raising a purchase credit.
Note that any manual corrections made directly to the PI accounting journal will not be reflected on the purchase order and will not correct the value of inventory.
Foreign currency purchase invoices
A purchase order is always created in the currency of the supplier it is added for, and the invoice is always received in the currency of the order.
A supplier can have invoices in multiple currencies by changing the currency on their record before adding an order, or where orders are added for secondary contacts of a company which have different currencies (all invoices are against the primary contact). A supplier account with invoices in multiple currencies will have a separate balance for each currency.
Supplier bills can be used to create the accounting for an invoiced received from a supplier. It creates no visible returns record and does not allow for printing of a credit document. It will create a PI type accounting journal and update the supplier account with the invoice balance. This process can be used to record items such as telephone, gas and electric bills.
How to enter a supplier bill
- Got to Suppliers > Enter a Bill.
- Search for the supplier (only primary suppliers contacts are searchable) or add a new supplier.
- Select the tax date and due date. Automatically calculate a due date by clicking the 30 Days button.
- Enter the Bill reference.
- Enter any further details.
- Enter the net amount.
- Select the correct tax code to calculate the tax and total values.
- Select the nominal code the charge relates to (e.g. Rent).
- To add more rows using a different tax rate or nominal code click the Add row button and then enter the details.
- To simultaneously create a bank payment and mark this invoice/credit as paid, select the Mark as paid at the same time checkbox.
- Click the Extra Options link if you want to associate this invoice with a department, project or lead source.
- Click the Enter Bill button.
Foreign currency supplier bills
The currency for a supplier bill defaults to the supplier currency, but it can be changed. The exchange rate defaults to the system exchange rate but can be edited.