Invoice

CARL Source allows you to manage the entire procurement process, all the way through to paying the Supplier’s invoice.

An invoice is generated based on one or more PO, or from a work order Receipt, see Create an invoice.
Upon receipt of the Supplier’s invoice, the manager enters the amounts listed on the invoice and compares them to those entered in CARL Source.
If the amounts match, it can forward the invoice for payment and settlement.

Invoices can also be generated automatically when theImporting an e-invoice via the dedicated API.

When an e-invoice is received via import (only for order-based invoicing), the system retrieves the data, automatically creates the invoice, and then validates it if the amounts match those calculated based on the PO.
Once the invoice has been approved (manually or automatically), the user can close it, either manually or automatically.

If the automatic closure option is enabled for a fully received PO, the automatic settlement of the invoice also triggers the automatic closure of the associated PO.

If the invoicing method is "on PO", a user with the "Invoicing for quantities not received"can create an invoice line before the PO has been fully received."
To ensure the invoice balance is settled before the PO balance, set to "Yes"the parameter central "PO balance blocked by the invoice balance".

Creating lines

New line items can be created directly from the invoice. In this case, the corresponding PO and receipt lines are automatically generated, as this constitutes an implicit adjustment for an addition not originally anticipated on that PO.
This feature is subject to the law regarding Profile "Create line items from the Invoice".
It should be noted that in this specific case, the command lines added retroactively will be exclusively of "User" or "Work order" ; it is not possible to initiate such a line as the source "Inventory", rigorous warehouse management is incompatible with a process that allows inventory movements based solely on invoice entry.

Have

A credit is issued when the supplier has issued an invoice for more than the quantity actually delivered.

In this case, you create an invoice of the "Have" and enter the code of the previously recorded invoice, based on which the credit memo will be calculated.
When applying the default line generation process, the quantity on each credit memo line corresponds to the overbilled amount. Its value remains positive, but it will be posted as "negatively" and deducted from the total amount invoiced on the original PO ("Regulations" tab).

In certain cases (such as when applying a previous credit memo issued due to a prior overinvoicing by the Supplier), purchase order lines can be created retroactively based on the credit memo.
In this case... these lines are created with a negative quantity, which allows the corresponding amounts to be recorded as a credit (Budget module).

In summary, CARL Source offers:

After placing a PO, you receive an invoice for an amount higher than the PO total. The supplier issues you a credit memo.
In this case, you record this credit memo as a positive amount, linked to the Invoice and to an existing line item on the PO. Since the quantity on the PO line item is positive, the Invoice line item (the credit memo) is also positive.
You have a credit balance (a credit from the Supplier) and would like to apply it to a PO.
In this case, you create a new credit memo and generate PO lines, which are deducted from your PO total. The credit memo and PO lines are automatically generated as negative amounts because they are posted to the credit side.

Invoice Statuses

Status management allows you to track the current stage of the invoice.

In preparation : The invoice is currently being entered.
Approved : The invoice is complete. The invoice can be created and approved immediately.
Payment Required : The invoice has been verified, and approval has been given for payment.
Closed : The invoice has been paid.
Canceled : The invoice was created by mistake. This status is irreversible.

The invoice can only be closed if the invoiced amount and the billable amount are equal, or if the difference is negligible, depending on the parameters defined on the Profile from theUser.

To change the status of an invoice, see Change the status of an item.