Purchase Invoice module

Purchase invoice accounting means entering, checking and preparing every supplier invoice for payment correctly. In the Purchase Invoice module of One Soft ERP, invoices are created and received in bulk, and for each one the system records which document it is based on and in what form it arrived — act, e-invoice, invoice, e-mail and so on.

When supplier invoices arrive through different channels — paper, e-mail, e-invoice — some are late, some are recorded twice, and for some nobody knows which purchase they belong to. The Purchase Invoice module collects every invoice in one place and links each one to its source document.

Purchase Invoice module is one of the many practical features that ONE SOFT offers. In this module, you can easily automate your purchasing, create purchase invoices and receive invoices in an organised way.

Purchase Invoice module allows you to encode all your documents, whether they are directly related to one of your projects or simply to your general expenses. This encoding can considerably reduce the time your accountant would spend encoding them.

Purchase Invoice module is a payment module to the customer. It is necessary to have an invoice before making any payment. The form in which all payments come to the company (act, e-invoice, invoice, e-mail, etc.) and on the basis of which document is recorded in the Purchase Invoice module. It is possible to implement this module according to the workflow of each company.

For businesses handling multi-currency import invoices, like oil and gas supply companies, manual reconciliation carries real error risk. The Purchase Invoice module centralizes these documents, making them easy to track by both currency and content.

Who it's for

• Accounting and finance departments handling many supplier invoices
• Companies that split costs between projects and general overheads
• Businesses receiving multi-currency import invoices

How it works

1. 01The supplier's invoice arrives — as an act, e-invoice, invoice or e-mail.
2. 02The invoice is created in the system with its form and source document.
3. 03The invoice is assigned to a project or to general expenses.
4. 04The invoice goes through approval that follows your workflow.
5. 05The approved invoice becomes the basis for payment in the Purchase Payment module.

Key capabilities

• Purchase invoices created and received in bulk
• Invoice form and source document recorded
• Invoices assigned to a specific project or to general expenses
• Invoices tracked by currency and content
• Approval process that follows your company workflow
• Invoices matched against the purchase order (PO)

How it connects to other modules

The Purchase Invoice module bridges Purchase Order (PO) and Purchase Payment. The supplier's invoice for an executed order is recorded here. An invoice must exist before any payment, so the Purchase Payment module pays against an approved invoice and the whole purchasing chain — from requisition to payment — stays connected.

Purchase Order module Purchase Payment module

Benefits

• Considerably less time spent by accountants processing documents
• Payments are made only against recorded invoices
• Lower error risk than manual reconciliation
• A clear split of costs by project

Frequently asked questions