How to manage invoices

When to manage invoices

You should manage invoices when:

• You receive a supplier invoice for ordered parts

• You want to match costs to purchase orders

• You need to track expenses and financial records

Managing invoices ensures consistency between purchasing and accounting.

Create or register an invoice

Follow these steps to manage invoices:

1. Go to Purchasing → Invoices
2. Click “New Invoice”
3. Select the supplier
4. Link the invoice to a purchase order (if applicable)
5. Enter invoice details (amount, date, reference)
6. Save the invoice

Linking invoices to purchase orders

When possible, link invoices to purchase orders.

This allows you to:

• Match ordered vs. billed items

• Verify quantities and pricing

• Maintain a clear audit trail

What to include in an invoice

An invoice should include:

• Supplier – Who issued the invoice

• Reference number – Invoice ID

• Date – When it was issued

• Amount – Total cost

• Linked purchase order – If applicable

Why invoice tracking matters

Managing invoices helps you:

• Keep financial records organized

• Verify supplier billing

• Support audits and reporting

• Maintain traceability between purchasing and costs