Create and Manage Vendor Invoices for Orders

The Order Vendor Invoice function allows you to create and manage vendor invoices for orders related to specific Job Projects. To ensure a seamless integration of this project order functionality, the Vendors master record should be linked to the required project. This ensures accurate cost allocation and tracking. The steps are as follows:

1. Navigate to Job Projects > Costs > Data Entry and the select the Order Vendor Invoice item. SapphireOne will display the Order Vendor Invoice Entry screen ready for data entry.
2. Details area – Enter the Vendors ID, SapphireOne will fill in the Mail To Text field with the mailing address, auto-populated from the Vendors master record.
3. Remember to attach any relevant documents using the Document Paperclip icon although these may be attached at any time until this order is processed through to a Posted Purchase Vendor Invoice.
4. In the Tracking area enter Dates, Order Nº, Invoice Nº and any other details required for this order.
5. In the Transaction Lines area use the green + button or the Command / key combination, to commence entering lines into this transaction.
6. In the Project data entry field, type all of the Project ID if known. Alternatively enter part of the Project ID and use wildcard @ symbol to replace the missing or unknown characters.
   • The Project ID Will automatically be inserted, provided the Vendors Master Record has been linked to a project. If not the Project ID may be entered manually on an Invoice by Invoice basis.
7. Review the Vendor and Project details to ensure all information is correct.
8. Save the invoice by clicking on the green tick button on the main toolbar.

For more detailed instructions, please refer to the Job Projects > Costs > Order Vendor Invoice article.