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Invoice entry

From the Invoice entry window, you can manually enter supplier invoices or delete existing invoices. To access this window, from the GEM-CAR main menu, go to Supplier management > Invoice entry.

Configuration

Before entering supplier invoices using the Invoice entry window, make sure the following configuration have been made.

Manually add supplier invoices

To manually enter new supplier invoices, follow the steps below.

  1. Access the Invoice entry window.
  2. From the Invoice entry window, click on the + button.
  3. Enter the supplier number in the Supplier field or retrieve it using the magnifying glass button adjacent to it.
  4. Enter the invoice number in the Invoice # field.
  5. Enter the date in the Date field.
  6. Enter the amount of the invoice in the Amount field.
  7. Click on the diskette button to save.

If a ledger has already been configured for this supplier, GEM-CAR will use it. If it has not, GEM-CAR will mark it in red as on the picture below.

You can then enter a ledger number in the GL code field of the Distribution section or retrieve it using the magnifying glass button adjacent to it.

Delete supplier invoices

To delete a supplier invoice, follow the steps below. Deleting an invoice will not delete the payment related to this invoice. Do not forget to also reverse and delete this payment.

  1. Access the Invoice entry window.
  2. Click on the left magnifying glass button.
  3. Click on the Supplier field.
  4. Enter the supplier number and press enter.
  5. All the invoices for this supplier will display on the list. Select the invoice to be deleted.
  6. Click on the - button.

Modify supplier invoices

For security reasons, you cannot modify an existing supplier invoice. To correct a mistake, you must delete the invoice and then create a new invoice.

Quick payments

Once supplier invoices have been created, you can make quick payments for them. To do so, follow the steps below.

  1. Retrieve or manually add a supplier invoice.
  2. From the Invoice entry window, select a supplier invoice on the list.
  3. Click on the Make the payment button.
  4. Follow the instructions detailed in the payments to suppliers how-to to complete the transaction.