Request for Invoices
Some of your suppliers are likely to be less than sophisticated when it comes to accounting ("I need a coupla grand", "G S what").
These same suppliers or sub-contractors are likely to be unhappy and unable to wait until their part of job is complete before invoicing you in full: they want regular progress payments.
This of course can become an administrative minefield. You must ensure that their progress invoices are valid, do not exceed the work done and are not doubled up.
Recent changes to Databuild, however, turn the usual process on its head.
Rather than waiting for suppliers to send in invoices, then individually authorizing them ( perhaps arguing the toss), and finally posting the invoices, Databuild can now regularly generate and transmit requests for invoices to certain suppliers telling them what invoices you are prepared to accept for each purchase order / work order. It can monitor their responses and automatically posts the invoices after doing the normal integrity and criteria checks.
These requests have user-definable formats and can be printed then mailed or hand delivered, or transmitted as embedded or attached Email, or sent as an SMS message.
The system can be used in many ways:
| • | Fully formatted Pro Forma Tax invoices can be dispatched to your suppliers. They sign and return them |
| • | Emails can be sent telling suppliers what invoices you will accept. |
| • | It can be used to accept/ reject incoming invoices (refer Invoice Checking criteria) |
| • | Return Emails/SMS messages can be used to trigger creation of invoices. |
When a supplier confirms a request ( thereby invoicing you), the system can automatically post their invoice(s).
How it works
The system is restricted to
Suppliers that have "Issue Request for Invoices" checked in Suppliers/Details
Invoices relating to issued Purchase Orders.
The system relies on an OK to Pay % value being monitored on each order, either manually in the main system or semi-automatically in the Job Control system.
This Percentage may be entered :
| • | In Posting/Invoices/Orders, by directly editing the Orders grid or in the Edit menu. |
| • | In Quantities / Orders / Select Orders Grid |
| • | In Job Control, Main Screen / Grid |
| • | In Job Control, Main Screen / Orders |
| • | In Job Control, Orders Menu, multiple orders can be set to an input % |
If an OK to Pay % is entered against individual orders, the system calculates a balance payable for each order after deducting prior invoices
Entering an amount in the balance column back calculates a OK to Pay %
How it runs
From Posting/Invoices/View Orders,
Select the suppliers you want, then Request for Invoice / Request Invoice by then select mode. Selecting Supplier default will create the request in the format specified against each supplier in Suppliers/Details
Selecting Show Requests loads the Request for Invoices screen:
This screen shows previously sent requests. Confirmed requests can be processed into Invoice transactions by pressing the Invoice button 