If the invoice is 'Stuck' in P+i, or you have stopped the processing, you can then manually adjust the invoice.

Invoices are read differently depending on the 'provider'. This will either be Accounts Flow or Xtracta and can be found when clicking through to the invoice.

To find out more about these two providers, see: Accounts Flow vs. Xtracta.

To manually adjust invoices, use the following steps:

  1. Enter in fields where there is information for the invoice regarding Supplier, ABN, Invoice Number, PO Number and Invoice Date.

  2. Click the [Add line item] button for the amount of product lines that are missing from the invoice.

  3. For those using the Accounts Flow provider, the invoice lines should be entered as they appear in the invoice.

    1. Copy across the Supplier Code, Description, Quantity, Unit Price and Tax (%) from the invoice. These can be copied and pasted from the invoice if they are not already entered.

    2. Alternatively, these lines may just need to be fixed and balanced.

    3. The Tax Amount, Total (Ex. GST) and Total (Inc. Tax) fields should automatically be calculated based on the Quantity, Unit Price and Tax (%) fields.

    4. Once the individual lines have been added, enter the totals based on the invoice. The invoice should look something like this:

  4. For those using the Xtracta provider, only 2 invoice lines are typically added for "Taxable line total" and "Non-taxable line total" are used.

    1. Use "Taxable line total" for Description, "1" for Quantity, the total of all taxable items for the Unit Price and the Tax percentage. The other columns should automatically be calculated.

    2. Add another line for "Non-taxable line total" for Description, "1" for Quantity, the total of all non-taxable items for the Unit Price and "0" for the Tax percentage.

    3. Once the individual lines have been added, enter the totals based on the invoice. The invoice should look something like this:

      Note - if there are no taxable line items or no non-taxable line items, these lines should still be added with a Quantity of "1" and the Unit Price should be "0".

  5. Click [Update Invoice] to check if the invoice is balanced and if there are any issues.

  6. Click [Submit Invoice] to submit this to Purchase Plus.

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