How to book a purchase invoice for outsourcing

 

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The purchasing process can be initiated from various other processes within a company. Does a sales order contain products that need to be purchased immediately? Does the stock level of an item fall below the specified minimum? Or has there been a need for materials or outsourcing for products in production orders? The purchasing process consists of four steps: creating an order, ordering, receiving the goods, and booking the purchase invoice.

After you have received the ordered goods from the supplier, you will also receive the invoice from them. To update the financial administration, you must book this purchase invoice in MKG. This can only be done provided that the received goods have been booked. Follow the steps below to book a procedural purchase invoice.

 

 

Step 1: Create a new purchase invoice

 

Open the Purchase Invoices module. Click on the New Purchase Invoice button on the module start page

. Each new purchase invoice defaults to 'manual'.

 

 

Step 2: Adjust the journal

 

Adjust the Journal to 'purchases (process)'. Note the document number on the physical purchase invoice.

 

 

Step 3: Open the Invoice List

 

Click on the Invoice List button

. This list appears at the top of the screen and contains all procedural purchase invoices that still need to be booked. From this list, you add purchase order lines to the purchase invoice to be created. You see the purchase invoice to be created at the bottom.

 

 

Step 4: Add the purchase order line(s)

 

First, search in the Invoice List for those purchase order lines that are on the physical purchase invoice, for example, by searching for Creditor Name. The purchase order lines that concern outsourcing are checked in the Outsourcing column. Then select the lines that are on the physical purchase invoice. Finally, click on Add Line

. MKG has added the line(s) to the purchase invoice to be created.

 

 

Step 5: Enter invoice number, invoice date, and total amount

 

In the purchase invoice header, you are now required to fill in the fields External Invoice Number and Invoice Date. Although the Total Amount field is not mandatory, we strongly recommend filling it in.

 

Please note! The total amount on the physical invoice may differ from the amount known in MKG based on the purchase order.

 

 

Step 6: Check the amounts

 

Check the Total Amount of each purchase invoice line and adjust it if necessary. Then check in the header whether the amounts in the fields Total Amount and Total including VAT match. If so, click on Save

. The purchase invoice is booked and receives the status 'Approved'.

 

 

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Knowledge Center How to receive an outsourcing How to book a procedural purchase invoice