Overview
The Supplier Documents page provides your business with the ability to keep track of any invoices/credit notes that need to be assigned to their respective site visits. These documents can come through your supplier trade portal, email, or a paper invoice. Fergus reads PDFs and photos for you, so you rarely need to type an invoice in.
In this article we'll cover:
When to use it
By keeping track of your supplier documents your business can rest assured that nothing falls through the cracks.
1. How to manually add invoices/credit notes
💡Tip: Have a paper invoice? Take a photo and drag and drop it onto the Supplier Docs page instead (see section 2). Fergus will read the details for you.
Click "Supplier Documents" in the menu bar.
To manually add invoices/credit notes click on the buttons "Add paper invoice" or "Add paper credit".
You will see a pop-up where you will need to input the details and the line items from your paper invoice/credit. When you're done click "Complete".
Another pop-up will appear asking you if the invoice has been entered correctly, click "Approve" when you are happy with the invoice.
It will appear under the Supplier Documents to Process with the status "New".
2. How to import invoices/credit notes
Save your supplier invoices and/or credits to an easily accessible folder. You can use PDFs, photos (JPG, JPEG, PNG, HEIC or HEIF) or CSV files from your supplier's Trade Portal or email.
Next, drag & drop one or more invoice/credit files (from the same supplier) into the blue box, or click Choose Files. You can mix PDFs and photos.
Pick your supplier from the list then click "Import". If your supplier isn't listed, choose Generic PDF Invoice Reader.
You'll see "Uploaded! Please refresh the page after several seconds to see them". Refresh the page and your documents will show under supplier documents to process with the status "New".
⚠️ Note: Always check what Fergus read before you assign a document. See Edit a supplier invoice or credit note for how to fix details, change the document type and more.
3. How to assign invoices/credit notes
To manually assign invoices/credit notes to the appropriate site visit, search for the site visit the invoices/credit notes corresponds to.
After you have found the site visit to assign the invoice/credit note to you will be prompted with a pop-up asking you to confirm the document assignment. Click "Assign" if you are sure the document corresponds to the site.
To undo this action click the "Undo Action" button.
Next
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Thanks for taking the time to read our Article, if you have any questions please get in touch via support@fergus.com