The Invoice Received document is used to record incoming invoices from subcontractors or service providers for work completed under a Subcontractor Agreement or Project Contract.
This document is primarily used for service-based invoices, such as subcontracted works, consulting, and professional services, excluding material inventory.

When linked to a Payment Certificate, it automatically retrieves certified work quantities, amounts, and VAT details to ensure alignment with certified progress.

How to create

a) Purchasing→ Purchasing documents → Invoice received

Main Tab

This tab mainly contains key identification and control information for the invoice.

• Company - The company receiving the invoice.

• Contract - Refers to the contract related to the service.

• Recognize expenses in Payment Application received - Option to recognize costs at the stage of payment application instead of invoice posting. If it was enabled, it will appear further in the invoice received

• Apply Retention - Enables retention deduction based on the agreement settings.

• Ret. VAT at Retention Invoice - Indicates that VAT on retention will be accounted for when retention is invoiced.

• Subcontractor Agreement - References the subcontractor agreement under which this invoice was processed.

• Project - Links the invoice to a specific project for cost tracking.

• Transaction Type - Defines the nature of the transaction: Receipt from Vendor for subcontractor invoices.

• Basis - The document from which this invoice is generated is typically a Payment Certificate Issued.

• Warehouse - Optional, used only when materials are involved (not applicable for services).

• Regular / Progressive - Defines the invoicing method:

  • Regular - Used for one-time or standard service invoices not linked to cumulative progress.

  • Progressive - Used for ongoing subcontractor works where the invoice is based on certified progress or cumulative quantities.

• Comment - Free-text field for additional notes or internal references.

Expense Tab

The tab lists all service or subcontractor work items being invoiced.

• Subcontractor WBS-Project WBS code linked to the subcontractor’s scope of work.
• Content-Description of work or service performed; must align with the contract scope.
• Agreement
  1. Unit Price-Rate per unit as agreed in the subcontract.
  2. Agreement Amount-Total contractual value = Agreement Quantity × Unit Price.
  3. Agreement Discount-Discount applied to the agreed amount, if any.
• Payment Certificate

  1. Qty-Quantity certified for the current payment period.

  2. Amount-Certified amount corresponding to the approved quantity.

  3. %-Percentage of the total agreement certified for payment.

• Invoiced
  1. Previous Qty-Quantity invoiced in previous payment periods.
  2. Previous Amount-Amount invoiced in previous payment periods.
  3. Previous %-Percentage invoiced up to the last period.
  4. Current %-Percentage invoiced in the current period.
  5. Cumulative %-Total invoiced percentage to date.
• Qty-Current claimed quantity of work or service.

• UOM-Unit of Measure (e.g., m², m³, pcs).

• Price-Unit rate applied for invoicing.

• Discount-Value of discount applied on the line item.

• Discount %- Percentage of discount applied to the line item.

• Amount-Net value after applying discounts.

• VAT-Value Added Tax calculated on the taxable amount.

• Total (Before Retention)-Gross total before applying retention deduction.

• Retention %-Percentage of retention applied as per contract terms.

• Retention Period (Days)-Duration after which the retained amount can be released.

• Retention-Amount withheld from the total payable for quality or performance assurance.

• Retention VAT-VAT calculated on the retained amount.

• VAT Amount: Total VAT applied to the invoice value.

• Total- Final invoice total, including VAT and after applying retention.

• Customer Order- Reference to the corresponding customer order linked to the transaction. not required for Subcontractor Invoice Received.

• Requisition-Linked requisition document initiating the purchase or service request.

• Project Task-Specific project or task code associated with the invoiced work or service.

Summary 

• Subcontractor WBS - Code linking work scope to project cost structure.

• Item - Task or activity code from BOQ or contract.

• Content - Description of the executed work or service.

• UOM - Unit of measure used for quantity tracking.

• Agreement

  • Quantity - Original contract quantity.

  • Amount - Corresponding contract value for the agreed quantity.

• Payment Application

  • Qty - Claimed quantity submitted for approval.

  • Amount - Value corresponding to the claimed quantity.

• Payment Certificate

• • Qty - Quantity approved for payment.

  • Amount - Certified amount corresponding to the approved quantity.

• Invoiced

  • Qty - Quantity included in the invoice.

  • Amount - Final invoiced value based on certified work; must match approved amounts.

Additional Information

• In Doc # - unique reference number assigned to a document received from an external party,

• From Date - Date when the invoice is issued.

• Department - Internal division responsible for processing or approving the invoice received.

• Responsible - Employee accountable for the transaction.

• Delivery Address - Location where the goods or services were delivered.

• Delivery Terms - Terms and conditions agreed upon for the delivery of goods or services.