1. Kladana
  2. Sales & Purchases
  3. Purchase Workflow

Create Supplier Invoices

Supplier Invoice (also called Vendor Invoice) is a bill you receive from your supplier. It contains the list of items you ordered, their quantities and prices. Invoice confirms that the supplier received your order and waits for you to pay up. After you pay an invoice, the supplier will ship your order.

Creating a Supplier Invoice doesn’t affect stock balances. Stock is increased only when you record a Receiving of products.

We recommend you to create Supplier Invoices as related transactions to Purchase Orders. It will take you less time than creating an invoice from scratch: you specify only the main invoice details while items and their quantity are added from the order.

If you want to create an invoice without reference to a Purchase Order, that’s how you can do it.

  1. In the Kladana workspace, select Purchases → Supplier Invoices.
  2. Click +Invoice.
  3. Specify the main invoice details:
    • Your company and supplier names
    • Warehouse where you plan to accept items
    • Due date for a payment
  4. If an invoice relates to a certain contract or project, specify them.
  5. If you track incoming documents, specify the reference number and date.
  6. Add items to the invoice in one of the following ways:
    • Begin typing the item’s name, SKU or supplier code in the appropriate field. Kladana displays relevant items in the drop-down list and you can select an item to add. For every item you want to add, you need to repeat these steps.
    • Click Open Catalog. In the opened catalog, you can select an item to add. For every item you want to add, you need to repeat these steps.
    • Click Stock. In the opened stock list, you can check the quantity of available items and specify the number of items to add.
    • Click Import and select Excel/CSV file. In the opened window, choose the file in the Excel or CSV format to bulk upload items from.
  7. Specify the ordered quantity for every added item.
  8. If your supplier provided a discount, enter it in percentage.
  9. Set up how the tax are charged:
    • If the whole order is tax-free, clear the Tax checkbox.
    • For taxable items, enter the tax rate. If the tax rate is specified in the product card, it will be automatically added to the invoice.
    • If item pricing already includes sales tax, select Tax included checkbox.
  10. Click Save.

After creating a Supplier Invoice, you can register a related payment and pay for products.

There are more settings related to Supplier Invoices you need to know: