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Complete a works order - including posting/authorising supplier invoices

Complete a works order - including posting/authorising supplier invoices

This guide has been reviewed against our global client base and classed as relevant to all regions

This page outlines the process to follow to complete a works order, including marking a works order as completed, posting the supplier invoice to accounts, saving the supplier version invoice and how to authorise - plus what to do when a works order does not require an invoice and how to locate supplier invoices that have been raised/authorised

1. Mark works order as completed & post invoice to accounts (where applicable)

Follow this process when the works order is complete and the supplier invoice has been received

From the works order screen:

  • Change the Status to Completed
    The Completed date will automatically be added as today's date, this can be changed

    Completed works order - top left panel.png

  • Click Post invoice to accounts 

  • When prompted, select whether to add the works order details to the invoice

    The Supplier Invoice screen will be displayed, see next step

2. Supplier invoice

Information from the works order will be pulled through to this screen

  • Check the information shown and add to/amend where required

  • Enter the Invoice Ref

  • Attach the supplier invoice via the Docs button (bottom right) - see 2a

    Supplier invoice.png

2a. Attach supplier invoice

From supplier invoice, click Docs (bottom right:

  • Click Add and browse to your document
    Or click and drag document over Document Management window

  • The Document Properties window is displayed automatically:

    • Name allows the document name to be changed

    • Type should be set to Invoice
      This determines how the document is categorised in Document Management window

    • Click Accept

      Supplier invoice - add doc.png

The document is displayed in the Document Management window (shown below):

  • Right-click over any documents added for further options, such as Print or Attach to e-mail

    Supplier invoice doc uploaded - right-click menu.png

  • The Invoice(s) window displays any uploaded documents - click to preview the document
    For more information on this feature, click here: Supplier invoice document preview option

    Invoice attached and showing on WO.png

3. Authorise supplier invoice

When ready to authorise:

  • In the Status section, tick the Authorise by box, then click Save and Exit
    This changes the invoice status to Authorised - Awaiting posting and date/user stamps the authorisation

    Supplier invoice authorised.png

In order to authorise the invoice, you need to be set up with the appropriate system permissions

4. Accessing supplier invoices

Supplier invoices can be accessed from the associated works order or from the main menu

From the works order screen:

  • Click View supplier invoice 

    View supplier invoice on WO.png

From the main menu:

  • Click Lettings/Rentals and select Supplier Invoices

  • Selecting Pending Authorisation or Authorised and Awaiting Posting displays a list of invoices which can be viewed then authorised/posted individually or in bulk 

    View supplier invoices in main menu.png

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