Master Raising an Invoice for Procurement Effortlessly

Raising an invoice for Procurement

hello and welcome to beam works University we recommend watching the coding invoices video first and only watch this video if you're using our purchase order module to create and manage POS or have purchase orders created in your ERP that are then synced and imported into beam works in this lesson we're going to cover how purchase orders and invoices work together to create a seamless workflow during our overnight coding process if there is a Pio number on the invoice our capture service will enter the Pio number with the invoice if there is a match to a fully approved Pio in Pio status that match will happen automatically if for some reason the Pio number is not on the invoice and that invoice goes through auto capture you can still match the invoice to the Pio manually we'll show you how in this tutorial if you choose to code the invoice yourself from the create tab of beam works you have the ability to enter the Pio number and create the match while you're creating the invoice to make an invoice match a purchase order click into the PIO field than the invoice details view and start typing in the number a list of available POS for the vendor will appear and the list will shorten when you enter numbers until you find the Pio that applies to this invoice select the correct peel from the drop-down list if you can't find your Pio press the advanced search to search other criteria for the PIO beyond the vendor used as the default search criteria when you click into the Pio field change which vendor you're looking for or choose other criteria to further narrow down your results once you have selected your peel from the drop-down or using the advanced search a match will be made okay let's move forward to when your side coding panel is completed once completed save your invoice next you can adopt the coding from the Pio to the invoice to save you some time to adopt the lines from a Pio match to an invoice scroll down to the PIO match area under actions click on adopt Pio coding to see your options replacing the lines using Pio totals will copy the Pio lines exactly if your invoice total is different than your Pio total then the invoice totals will be replaced by the totals in the lines in the Pio replacing the lines using invoice totals is best used for single line POS where the PL coding will adopt but the actual amount of the invoice remains the same using this adoption method on a multi-line pio will adjust each line from the peel proportionately so that the overall invoice total remains the same the third option is used for partially coded invoices where you want to adopt the pia lines in addition to the invoice lines you've already created we recommend trying all three adoption methods on an invoice to fully understand how each of them behaves once you have finished working with the invoice and you press save you can see the amount drawn from the matched appeal once you have adopted the coding if this pio is not needed for any other invoices you can close it by clicking on actions and then selecting closed purchase order you can also close a purchase order from within the detailed view of any purchase order in purchase order pio status by clicking on the action drop-down in the upper right corner remember that a purchase order can be used on multiple invoices and you can even adopt multiple purchase orders onto one invoice to do this turn on the display pio column on the line items table of an invoice then click into the PIO number column on the line items table and search for the purchase order you want to match to select it and adopt the coding is needed just like you did when you only needed to adopt one purchase order onto the invoice continue this process for each line of the invoice until you have matched the invoice to all of the purchase orders required if you want to compare your invoices and purchase orders side-by-side you can use the PIO view in the upper right corner of the details view we recommend the split view so you can have both the PIO and invoices comparing to one another once matched to a purchase order the invoice and the purchase order will display an infinity symbol on the PIO and invoice grid view clicking on that icon will show you what matches have been made okay that completes our lesson on matching purchase orders to invoices thank you for taking the time to watch this video if you have any questions please contact beam work support that support at beam works comm [Music]