Inbound Invoices
Process and match supplier invoices
Inbound Invoices represent supplier invoices received by the business and are the primary financial document in the purchasing process.
An Inbound Invoice records the financial obligation to a supplier, supports accounts payable management, contributes to purchasing analytics, and integrates with Accounting for expense and inventory valuation purposes.
Inbound Invoices sit between goods receipt and payment in the procurement workflow.
Overview
Inbound Invoices can be created:
- From an Inbound Order
- From an Inbound Delivery
- Manually
They are used to:
- Record supplier invoices
- Track accounts payable
- Monitor supplier spending
- Support purchasing analytics
- Create accounting transactions
- Register supplier payments
- Process supplier credit notes
- Support e-invoicing workflows
Where Inbound Invoices Fit in the Purchase Process
Purchase Process Overview
Inbound Order
Purchase commitment to supplier
Inbound Delivery
Receive incoming goods
Inbound Invoice
Record the supplier invoice
Outgoing Payment
Pay the supplier
Alternative paths:
Invoice from an Inbound Order
Invoice from Order
Inbound Order
Purchase commitment to supplier
Inbound Invoice
Record the supplier invoice directly
Manual Invoice
Manual Invoice
Manual Invoice
Created without a source document
Outgoing Payment
Pay the supplier
Invoice List and Navigation
The Inbound Invoices list allows users to:
- View invoices
- Search invoices
- Filter invoices
- Download invoice list
- Sort invoices
- Open existing invoices
- Create new invoices
Creating an Inbound Invoice
Available Creation Methods
From an Inbound Order
Used when supplier invoices are received before goods are physically received.
The invoice inherits:
- Supplier information
- Ordered items
- Quantities
- Pricing information
From an Inbound Delivery
Recommended method when goods have already been received.
The invoice inherits:
- Supplier information
- Received quantities
- Cost information
- Inventory valuation data
Manual Creation
Allows supplier invoices to be recorded without a source document.
Typical scenarios:
- Service purchases
- Utilities
- Professional services
- Legacy transactions
- Miscellaneous supplier expenses
Invoice Header
The invoice header contains supplier, financial, and purchasing information.
Typical fields include:
| Field | Description |
|---|---|
| Supplier | Supplier issuing the invoice |
| Invoice Date | Supplier invoice date |
| Invoice Type | Supplier invoice type |
| Due Date | Payment due date |
| Currency | Invoice currency |
| Location | Buyer's location/business unit |
| Payment Terms | Supplier payment terms |
| Reference Number | Supplier invoice reference |
| Notes | Additional invoice information |
Tax Inclusive and Tax Exclusive Pricing
Overview
Numera allows users to enter invoice prices as either:
- Tax Inclusive
- Tax Exclusive
The pricing mode is controlled using the option located above the invoice lines.
Tax Exclusive Pricing
The entered unit price excludes VAT or other taxes.
| Item | Value |
|---|---|
| Unit Price | €100 |
| VAT | 18% |
| Invoice Line Total | €118 |
Tax Inclusive Pricing
The entered unit price already includes VAT.
| Item | Value |
|---|---|
| Unit Price | €118 |
| VAT | 18% |
| Net Cost | €100 |
| VAT Amount | €18 |
Shipping Information
Shipping Costs
Inbound Invoices support shipping and logistics cost tracking.
Users can record:
- Shipping Costs
- Shipping VAT
- Freight Charges
- Additional Transportation Expenses
These costs may contribute to inventory valuation and landed cost calculations.
Shipping Not Included in Invoice
The invoice header includes the option Shipping is not included in the invoice.
When enabled:
- Shipping costs are expected to be invoiced separately
- Supplier invoice values exclude transportation charges
- Shipping costs remain available for landed cost calculations
Automatic Shipping Invoice Proposal
When Shipping is not included in the invoice is enabled and shipping information exists, Numera can offer to automatically create an additional Inbound Invoice for shipping costs.
The proposed invoice may include:
- Shipping Supplier
- Shipping Costs
- VAT Information
- Reference Data
Users may accept or reject the proposal.
Accounts Payable Management
Supplier Liabilities
Confirmed Inbound Invoices create and update supplier payable balances.
The system tracks:
- Outstanding balances
- Due dates
- Payment history
- Overdue invoices
Accounts Payable Lifecycle
Supplier Invoice
Confirmed supplier invoice
Accounts Payable
Payable balance is created
Outgoing Payment
Payment registered to supplier
Payable Balance Updated
Outstanding balance reduced
Accounting Integration
Journal Entries
When an Inbound Invoice is confirmed:
- Journal entries are created
- Accounts payable balances are updated
- Financial reports are updated
- Purchasing reports are updated
Inventory Valuation Integration
When Inventory Management is active and the invoice contains inventory items:
Inventory Valuation Integration
Invoice Confirmation
Initial accounting entry created
Initial Accounting Entry
Provisional financial posting
Goods Receipt Confirmation
Inbound delivery is confirmed
Inventory Valuation Updated
Final cost information applied
Accounting Entry Updated
Posting reflects actual costs
PDF Documents
Invoice PDF
Users can generate a PDF version of the supplier invoice.
The PDF may include:
- Supplier Information
- Invoice Number
- Invoice Date
- Invoice Lines
- Taxes
- Totals
- Payment Information
- Company Information
Typical uses:
- Supplier invoice archive
- Internal approval workflows
- Accounting review
- Audit documentation
Editing Confirmed Invoices
Editing Rules
Editing rules follow the standard invoice transaction rules.
Confirmed Invoices may be edited provided that no successive confirmed documents depend on the invoice.
Examples of successive documents include:
- Inbound Deliveries
- Inbound Credit Notes
- Journal Entries
- Other related purchasing transactions
Allowed Scenario
| Condition | State |
|---|---|
| Invoice | Confirmed |
| Related Delivery | Draft |
| Result | Editing is allowed |
Restricted Scenario
| Condition | State |
|---|---|
| Invoice | Confirmed |
| Related Delivery | Confirmed |
| Result | Editing is restricted |
The user must first address the successive confirmed documents according to company procedures.
E-Invoicing Features
Supplier E-Invoices
Numera can support inbound e-invoicing workflows when supported by the active e-invoicing integration.
Capabilities may include:
- Importing supplier e-invoices
- Validation of invoice data
- Electronic invoice status tracking
- Regulatory compliance workflows
Invoice Actions
The invoice header provides the following actions.
Create Inbound Delivery
Creates a goods receipt document. Useful when invoices are received before goods.
Register Outgoing Payment
Records payment to the supplier. Supports partial payments, full payments, and multiple payments.
Create Journal Entry
Creates or opens accounting transactions related to the invoice. Available when Accounting is active.
Create Inbound Credit Note
Creates a supplier credit note used for invoice corrections, returns, rebates, or supplier adjustments.
Clone
Creates a new invoice using the same information. Useful for recurring supplier invoices.
Cancel
Cancels the invoice according to company rules and permissions.
Delete
Available only when transaction state, permissions, and company configuration allow deletion.
Invoice Status Lifecycle
Alternative path:
Any active status:
Status Definitions
Draft
Invoice is being prepared.
Confirmed
Invoice has been accepted and posted.
Partially Paid
Partial payment has been registered.
Paid
Invoice has been paid in full.
Overdue
Payment due date has passed and the invoice remains unpaid.
Cancelled
Invoice has been cancelled.
Purchasing Reporting
Inbound Invoices contribute to purchasing analytics and supplier reporting.
Examples include:
- Supplier Spend Analysis
- Purchase Trends
- Cost Analysis
- Accounts Payable Reporting
- Supplier Performance Metrics
Best Practices
Match Supplier Invoices to Orders and Deliveries
Ensure invoice values reflect ordered and received quantities.
Review Tax Inclusive and Tax Exclusive Settings Carefully
Verify that prices are entered using the intended pricing mode.
Capture Shipping Costs Accurately
Maintain complete landed cost information for inventory valuation.
Confirm Goods Receipts Promptly
Accurate inventory valuation depends on timely Inbound Delivery processing.
Monitor Supplier Payables Regularly
Review overdue invoices and upcoming payment obligations.
Related Documentation
Key Concepts
- Inbound Invoices represent supplier financial transactions.
- Invoices can originate from Orders, Deliveries, or manual entry.
- Confirmed invoices create supplier payables.
- Journal entries are created automatically when Accounting is active.
- Inventory-related accounting values may be completed during goods receipt.
- Prices can be entered as Tax Inclusive or Tax Exclusive.
- Shipping costs can be managed separately from supplier invoices.
- Numera can propose additional freight invoices when shipping is invoiced separately.
- Supplier e-invoicing features depend on active integrations.
- Purchasing reports are updated from supplier invoice activity.