Supplier invoices can either be created manually or imported into Ascora. Importing supplier invoices can be done in two ways and one is via manual import and second is via automatic import.
We already have a number of supplier invoice formats that Ascora supports such as those for Reece, Bunnings Warehouse, Lawrence & Hanson, and many more. For a complete list of available supported formats, please see Supplier Invoice Format Supported.
With these supplier invoices that are part of the supported formats, you can set up automatic import which allows the system to complete the import process and corresponding steps such as allocating to a job or PO, and creating invoice lines. Alternatively, you can do manual import which lets you enter some information manually but the rest of the import process is still being done by the system.
To learn more about the differences between creating supplier invoices manually and doing manual import or activating automatic import, please continue reading below.
Creating Supplier Invoices Manually
If the supplier invoice format is not part of the supported formats, you can create the invoice manually by going to either Inventory → Purchase Orders and click Create Supplier Invoice button when you are in the Purchase Order Main screen.
Another way of creating a supplier invoice manually is by going to Inventory → Supplier Invoices and click New.
For more details on how to create supplier invoices manually, please access Entering Supplier Invoices Manually user guide.
If the Supplier you're after is not shown in the list, we can create this format for you by creating a special processor that understands the format the invoice has been sent in - where to read elements like the Supplier Invoice Number, Order Reference, Invoice Date and the various lines on the Invoice. The Processor can read invoices in both CSV or PDF format (providing the PDF is not generated as an unreadable image).
Once the processor has been created and tested on our side from the samples provided, we deploy this with an update to Ascora. From there you will be able to select this as an Invoice Format on your Supplier and use when importing manually or automatically. So for example if you are receving the Supplier Invoices via email Ascora can pick them up and process them automatically for you linking them to the related job if possible.
Due to the length of time it can take to create, test and deploy the Supplier Invoice processor we charge $350 EX GST per Supplier Format.
Importing Supplier Invoice Manually
It is important to note that doing manual import is just another way of importing a supplier invoice which is part of the supported formats. This is applicable in scenarios such as receiving a supplier invoice from one supplier in a rare occasion (or once off only) or when you have not yet enabled automatic import for that particular supplier.
1. To do a manual import, go to Inventory → Supplier Invoices.
2. Click on Import/Export and select Import.
3. Select the Supplier Name from the list and select the supplier invoice format.
Next is to click Select Files to select the supplier invoice either PDF or CSV file types and then click Import.
In this example, we selected Reece and importing one supplier invoice in PDF.
Note: You also have the option to Receive All Lines by ticking the box beside it.
4. After clicking Import, you will see the following notification and wait for it to complete the import.
5. Once the import is complete, you are able to apply filters, to check the newly imported supplier invoice.
Importing Supplier Invoice Automatically
For supplier invoices that are part of the supported formats, you can enable automatic import and this is helpful if you are dealing with high volume of supplier invoices from the same supplier daily or weekly. This helps save a lot of time from having to create the supplier invoices manually.
For the details steps on how to set up automatic import, please see Setting up Automatic Import for Supplier Invoices - Office 365 user guide.
Note: When you are using automatic supplier invoice import, there's an area where you can see the details or logs every time Ascora tries to read the emails and that is in Administration → Received Email History.
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Received Email History - for Automatic Supplier Invoice Import or Job Import
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