The Invoice Received document is generated directly from the Purchase Order (PO) and is automatically associated with the relevant PO, project, and hired resource.
Main Tab
The Main tab captures all the basic and important details of the invoice received.
- Company - The company issuing the Invoice received
- Contract - The contract under which this invoice was received is being processed
- Unbilled Purchases - This means costs were recorded before invoicing, and this option is used to match invoices received to goods or services already received but not yet billed.
- Apply Retention - Option to hold back a portion of the payment as retention
- Transaction Type - Defines the type of transaction, such as Receipt from vendor
- Entity - The entity that is responsible for the document.
- Order - The purchase order linked to this document.
- Requisition - The original request that led to the purchase order
- Basis - A reference used to pull related data.
- Warehouse - The location where goods are received, or services are assigned
- Project - The project to which the invoice cost will be allocated
- Comment - A field to add any notes or additional information
Expense and Consumable Tab
The tab captures quantities and prices based on the defined Unit of Measure (UOM). It is divided into two parts:
- The upper table contains summarized invoice expense lines generated from the Purchase Order and related Time Cards.
- The lower table displays detailed Time Card information linked to the selected expense line.
- Item - The service type, resource, or expense item received from the Purchase Order.
- Content - Description of the service or resource being invoiced.
- Quantity - Number of billed units, such as hours, days, or months.
- UOM - Unit of Measure used for invoicing, such as Hour, Day, Shift, or Month.
- Price - Agreed rate per unit.
- Quantity (def. UOM) - Quantity converted into the standard company unit of measure.
- Price (def. UOM) - Rate converted into the standard unit for accounting calculations.
- Discount, % - Discount percentage applied to the invoice line.
- Discount - Total discount amount deducted from the invoice line.
- Amount - Total invoiced amount before VAT, after applying quantity, rate, and discounts.
- VAT, % - VAT percentage applied to the invoice line.
- VAT Amount - VAT amount calculated for the invoice line.
- Total - Final payable amount including VAT.
- Customer Order - Related customer order linked to the item line.
- Project Task - Specific project task associated with the line.
- Project WBS - WBS code assigned to the line item.
- Department - Department responsible for the expense.
- Expense Item - Categorizing the expenses into types of expenses.
- Business Activity - Type of business activity the cost relates to (e.g., Main Activity, Support Activity).
- Cost Object - Asset, project receiving the cost.
- Resource - Fixed asset or employee resource linked to the transaction.
- GL Accounts - General Ledger accounts used for financial posting.
- Comment - Additional notes or explanations related to the invoice line.
The Time Cards table is automatically populated from time card entries recorded by each resource against the Purchase Order (PO). Each line reflects the actual work performed and is used directly in calculations.
- Time Card - Linked the time card document.
- Resource - The individual (Manpower or Fixed asset) who performed and logged the time.
- UOM - Default unit of measurement used in the system.
- Default UOM Values
- Quantity - The number of hours worked for a specific day or task, which forms the basis for billing.
- Balance - Remaining or available hours.
- Price - The hourly rate defined in the Purchase Order is automatically applied for consistency.
- Amount - The calculated value for each entry, derived as Quantity × Price
Also, any change in Quantity in the Time Cards table will automatically recalculate the related parent line in the “Invoice Received” document.
Show Time Cards for Selected Row - Displays the related time card entries for the selected invoice line or resource row.
Additional information
Additional details for the Invoice received.
- In. Doc. # & From - Supplier invoice details
- Department - Related department
- Responsible - Assigned the employee responsible for the document.
- Delivery Address - From entity data, editable if needed
- Delivery Terms - Delivery conditions.
Unbilled Purchase
When Unbilled Purchase is enabled in the main tab, the system initially records the timecard, and then the system calculates the cost using hours × PO rate and posts it to the Unbilled Purchase GL account. This is a separate general ledger account from the standard Trade Payables GL account.
The entry is recorded as an expense (Dr) with a corresponding credit (Cr) to Unbilled Purchase. The cost is recognized in the accounts, but it is not yet treated as an actual supplier payable because the invoice has not been received., But it remains in the Unbilled Purchase account until the supplier invoice is received, after which it is transferred to the standard payables account.
Dr: Expense
Cr: Unbilled Purchase
The cost is recognized in the accounts, but it is not yet treated as an actual supplier payable because the invoice has not been received.
The Unbilled Purchase account functions similarly to Trade Payables, but it is maintained as a separate interim account for expected invoices. Once the supplier’s invoice arrives, the amount is moved from Unbilled Purchase to the regular Trade Payables account, making it an official liability.
Later, when Invoice Received is created, the system moves the amount from Unbilled Purchase to Payable
Dr: Unbilled Purchase
Cr: Payables
