How To: Consolidate Purchase Invoices
Table Of Contents
Consolidated Purchase Invoices allow you to combine one or more Delivery Notes into a single Purchase Invoice. This can simplify supplier invoice processing when multiple deliveries are covered by a single supplier invoice.
Important: Once the received quantity for a Delivery Note line has been fully invoiced, no further Purchase Invoice quantities can be posted against that line.
Before You Begin
Before creating a consolidated Purchase Invoice, check whether any of the selected Delivery Notes already have an associated Purchase Invoice.
If a Purchase Invoice exists and has not been posted, it can be deleted before creating the consolidated invoice. For guidance, see How To: Delete a Purchase Invoice.
Create a Consolidated Purchase Invoice
- Open a Delivery Note screen (show me how).
- Locate the Delivery Notes you want to combine into a single Purchase Invoice.Tip: Click the Company column heading to group Delivery Notes for the same supplier, or click the PO# column heading to find Delivery Notes linked to the same Purchase Order.
- Check whether any of the selected Delivery Notes already have an associated Purchase Invoice.If a non-posted Purchase Invoice exists, delete it before continuing.
- Green-select the Delivery Notes you want to consolidate.
- Right-click and select Consolidated Purchase Invoice.
- A warning message will display any Purchase Invoices that already exist for the selected Delivery Notes.Click Yes to continue.
- A second confirmation message asks whether you want to add only items that have not yet been invoiced.
- Choose one of the following options:No
- Creates a Purchase Invoice for all items on the selected Delivery Notes.
- Includes items regardless of whether they have been invoiced previously.
Yes- Creates a Purchase Invoice only for quantities that have not already been invoiced.
- If all items have already been invoiced, the process is cancelled and a message is displayed explaining why no invoice was created.
- The consolidated Purchase Invoice is created automatically.
Important Considerations
Posted Purchase Invoices
If a Delivery Note already has an associated Purchase Invoice that has been posted, you should not delete it.
Deleting a posted Purchase Invoice can cause accounting issues because:
- Taxable values may already have been included in a tax return.
- Any payment links associated with the invoice will be removed.
- Audit and accounting records may no longer accurately reflect the original transaction.
Partially Invoiced Delivery Notes
When using the Yes option during consolidation, Khaos Control checks which quantities have already been invoiced and only adds any remaining uninvoiced quantities to the new Purchase Invoice.
This can be useful when suppliers invoice goods across multiple stages or deliveries.
Additional Information
- Multiple Delivery Notes can be consolidated into a single Purchase Invoice.
- Consolidation can reduce the number of supplier invoices that need to be processed.
- Delivery Notes can only be invoiced up to the quantity received.
- Previously invoiced quantities cannot be invoiced again once fully processed.