How to Create a Creditor Invoice

Description

This article walks you through the full process of creating a new supplier invoice in Profitz — from entering header details to allocating costs and submitting the invoice for approval.

Steps

1. Open the Invoice Register

• Go to Creditors > Invoice Register
• Click:
• + Add Blank — Click for Manual Invoice Entry
• + Add — Add invoice from PC (File Manager)
• + Add Multi — Add Multiple Invoices

Invoice Preview

On the left of the header, a preview of the original invoice document is displayed. These tools allow you to fit the preview in the window, rotate it, or add text and annotations:

If the document has multiple pages, use the number dropdown or arrow buttons to select a page

Item Menu

2. Fill in the Invoice Header

Invoice No	Enter the supplier’s invoice number (mandatory)
Supplier	Select the supplier from the lookup
Supplier Location	Select the Address location for the supplier (if applicable)
Job	Assign a job if applicable
Order No.	Select a purchase order attached to the job or supplier (if applicable)
Invoice Date	Date on the supplier invoice
Period	Financial period (e.g., 01.26)
Due Date	Auto-calculated from Payment Terms
Goods / Tax / Total	Enter amounts as per the invoice
Withholding Tax	Enter if applicable
Discount Percent	Enter the automatic discount applied to invoices (e.g., 5.00)
Reference 2 / Comments	Optional notes
Workflow Route	Select the approval route
Show Cost Allocation	Tick this to open invoice lines and cost to Jobs, GL Codes or Cost Codes

3. Allocate Costs

• Tick Show Cost Allocation
• Click Add to insert allocation lines

For each line, enter:

• Job No
• GL Account Code
• Gl Divison Code
• Resource Code — To describe the costs
• Operation Code —To describe the costs
• Qty -if applicable
• Rate – if applicable
• Amount
• Ref1
• Tax Code

Note: Ensure all details match the details on the header

Ensure Cost Status = Costed — Total, Goods Tax on Header and Cost Allocation need to match to be fully costed

4. Validate GST

• Ensure Tax on the header matches the total tax on cost lines
• If a warning appears, see: How to Fix GST Analysis Errors

5. Save or Submit

• Click Save to store the invoice without submitting
• Click Submit to send the invoice into the approval workflow

Submitted invoices cannot be edited unless Unsubmitted

Tips

• Use Email to send the invoice to others
• Use Correspondence to view or reply to related messages
• Use Invalid if the document is not a valid invoice

Next Steps

Once submitted and approved, the invoice will be Posted and ready for payment.