Adding an Invoice

SOMAX can help perform a Three - Way Match by comparing the purchase order, PO receipts, and invoice issued by the vendor. If all 3 parts match then the invoice can be authorized to pay.

1. Click Add New | Invoice Match 

2. Type in the Invoice number 

This will be the Vendor's invoice number

3. Click the search icon next to the Vendor field and select the correct Vendor

4. select the Receipt Date

5. Click Add

The second method:

1. Click Procurement | Invoice Matching 

2. Click New Invoice 

3. Type in the Invoice number
   

This will be the Vendor's invoice number

4. Click the search icon next to the Vendor field and select the correct Vendor

5. Clickand select the Receipt Date

6. Click Add

The invoice will be added to the system and the invoice screen will be displayed. Now you can add the details from the invoice. Scroll down and click edit and complete the following steps:

    1.  Click the search icon next to the Purchase Order field and select the Purchase Order

    2.  select the appropriate due date

NOTE: This should match the due date on the invoice

    3.  Type in any Tax and/or shipping Amount shown on the invoice

    4.  Type in the Invoice amount in Total Input

    4.  Click Save

Once the invoice is added you can add receipts:

    1.  Click on Select Receipts 

NOTE: only open receipts that match the purchase order number will appear in the search screen

    2.  Click the checkbox  to the left of the line items to select items billed on the invoice

    3.  Click Add Receipts

NOTE: SOMAX will calculate any variances on the costs of the items ordered on the purchase order