Expenses and payments can be centralized and managed through the invoices added in Ebriza.
Invoices can be added both automatically and manually. Based on the invoices, Goods Receipt Notes can be created, after which the GRN (Goods Receipt Note) document can be generated.
A. AUTOMATICALLY ADDED INVOICES
The first step consists of authorizing Ebriza in SPV to allow the import of invoices into your Ebriza account. See here how you can complete the authorization.
The next step is downloading the invoices.
If you have set invoice retrieval on autopilot, the invoices will be automatically imported from SPV into your Ebriza account.
If you have set manual invoice retrieval, access the Costs menu, then press the “Download invoices from S.P.V.” button.
INVOICE ITEM
The invoice will be automatically populated with invoice items. The invoice item represents the product or service invoiced by the supplier.
INVOICE QUANTITY
VERY IMPORTANT:
For situations where the supplier's items appear on the invoice with the U.M. “PIECE”, but in reality they are packaged in boxes (e.g.: 12 L milk), it is necessary to manually edit the U.M. from PIECE to BOX and set the unit quantity to 12. This modification is made only once, and on the next invoice the configuration will be automatically retrieved. You can edit directly from the invoice:
The goods must be configured exactly according to how they are packaged.
For example, if one box contains 12 pieces, and each piece has 0.75 L, the unit of measurement of the goods must be “L”, and the unit quantity configured to 0.75. In this way, the 12 pieces will total 9 L, correctly reflecting the purchased quantity (12 pcs * 0.75 L = 9 L).
If the unit of measurement is not configured according to the packaging (for example, setting it to 1 L instead of 0.75), the quantity on the invoice will be incorrect (the 12 pcs = 12 L). An incorrect configuration, such as setting the entire box to 12 L, will generate discrepancies in inventory management.
If the goods currently used are not configured correctly and cannot be edited, the solution is to create new goods, configured correctly.
If these goods are already part of the recipe of a product of the type “I sell it as I buy it”, it will be necessary to update the recipe by replacing the old goods with the newly created ones. Also, the existing quantitative stock on the incorrectly configured goods must be transferred to the newly correctly configured goods. This can be achieved by resetting the stock for the old goods and bringing the quantity onto the new goods, in order to maintain correct inventory records. Click here to find out more details about resetting stock.
3. Make sure that both the quantities and the prices are correct.
4.To create the Goods Receipt Note (GRN) for the added invoice and to generate the GRN document, follow the steps here.
B. MANUALLY ADDED INVOICES
Access the Costs menu, then from the “+” button you can add a new invoice.
Complete the fields:
LOCATION - the current location you are logged into is automatically selected. (if you want to enter invoices for another location, you will need to log into that location)
Select the SUPPLIER or add a new supplier from the button above (+Add).
Select the ISSUE DATE of the invoice - exactly the date found on the invoice received from the supplier.
Complete the INVOICE NUMBER - this is a unique number per supplier and cannot be repeated.
Complete the COST GROUP - invoices can be filtered using the cost group tag, or through customized reports.
The INVOICE ITEM can be created directly from an invoice by following the steps below:
a. Enter the item name in the first column; select the “Add invoice item” option that will appear automatically.
b. Correctly configure the item details: unit quantity, unit of measurement, and VAT rate.
c. Save.
IMPORTANT
If on the invoice the item is recorded as a box with 12 pieces, the correct configuration for the item is: unit of measurement BOX, unit quantity 12.
If the unit of measurement of the already saved item is incorrect, you can edit it directly from the invoice:
The goods must be configured exactly according to how they are packaged.
For example, if one box contains 12 pieces, and each piece has 0.75 L, the unit of measurement of the goods must be “L”, and the unit quantity configured to 0.75. In this way, the 12 pieces will total 9 L, correctly reflecting the purchased quantity (12 pcs * 0.75 L = 9 L).
If the unit of measurement is not configured according to the packaging (for example, setting it to 1 L instead of 0.75), the quantity on the invoice will be incorrect (the 12 pcs = 12 L). An incorrect configuration, such as setting the entire box to 12 L, will generate discrepancies in inventory management.
If the goods currently used are not configured correctly and cannot be edited, the solution is to create new goods, configured correctly.
If these goods are already part of the recipe of a product of the type “I sell it as I buy it”, it will be necessary to update the recipe by replacing the old goods with the newly created ones. Also, the existing quantitative stock on the incorrectly configured goods must be transferred to the newly correctly configured goods. This can be achieved by resetting the stock for the old goods and bringing the quantity onto the new goods, in order to maintain correct inventory records.
Add the PURCHASED QUANTITY.
If the item is configured as BOX, enter the number of boxes purchased; the total quantity (number of pieces) will be calculated automatically.
If the item is configured as PIECE, directly enter the number of units purchased.
Add the ITEM PRICES
Unit price - the price per purchased unit
Unit price discount - if there is a discount/purchased stock discount, it is entered in this column. The discount can be a value or percentage discount.
Value excluding VAT - automatically calculated based on the unit price and total quantity.
VAT - the VAT percentage of the purchased stock (the VAT with which it was purchased)
VAT value - automatically calculated based on the VAT percentage, unit price, and total quantity.
Value incl. VAT - automatically calculated and represents the total value including VAT.
If the unit price from the supplier invoice is excluding VAT, leave the toggle unchecked. If the price includes VAT, activate the toggle and enter the price.
ADDING A DISCOUNT:
a. Invoice discount (from the button in the bottom left) which can be a value or percentage discount, for a specific VAT rate, or Global VAT (all VAT rates present on the invoice).
b. Unit price discount - which can be a value or percentage discount (use %).
On the invoice, the discount will appear as another/other lines in the Entry.
3. After entering all the lines on the invoice, Save, or add the Goods Receipt Note.
To create the Goods Receipt Note (GRN) for the added invoice and to generate the GRN document, follow the steps here.
[tags: invoice, entry, costs, NIR, REN, reception, merchandise, raw material, stock, supplier, provider]