Note: To import your supplier documents you will need to have your supplier added to Fergus.
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 either by through your supplier trade portal, email, or a paper invoice.
In this article we'll cover:
- How to manually add paper invoices/credit notes
- How to import invoices/credit notes
- How to assign invoices/credit notes
When to use it
By keeping track of your supplier documents your business can rest assured that nothing falls through the cracks.
How to use it
1. How to manually add invoices/credit notes
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
Download your supplier invoices and/or credit csv file from the respective Trade Portal or email and save them to an easily accessible folder.
Next, drag & drop one or more invoice/credit files (of the same supplier) into the blue box or click Choose Files to find the one you want.
Pick your supplier from the list then click "Import".
After importing, the invoice or credit will show under supplier documents to process with the status "New".
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.