18. Purchase Invoices

This lesson explains how to make full use of Purchase Invoices. Purchase Invoices enables you to add supplier invoices against budgeted additionals so that you can track costs against a project.

Purchase Invoices are intrinsically linked to Additionals budgeted for in the Fee Estimator area. As you add supplier Transactions you will see the invoices update the Actual cost on the Budget vs Actual page to enable you to see how you’re tracking.

How to add a Purchase Invoice

There are two ways to add a Purchase Invoice.

1. Adding a Purchase Invoice on the Project

Step 1: Go into the Projects area, find your project and click it.

Step 2: Click into the Budget vs Actual page.

NOTE: Under the Additional Costs column in the Budget vs Actual, you will notice an Add Transaction button against each additional cost line.

NOTE: If the Add Transaction button does not appear against the Additional Costs, the Purchase Invoices function is not switched on, please contact your CMAP Support to discuss enabling this feature.

Step 3: Click the Add Transaction button for the relevant Additional. A box will appear, complete the fields as requested:

Date: The date the Invoice has been received.
Supplier: Who the invoice is from.
Transaction Date: The date the Transaction has gone through.
Invoice No: The Invoice Number given on the Invoice.
Internal Reference: Internal reference for the Invoice.
Nominal Code (optional): The relevant nominal code (if known).
Description: A Description of what the Invoice is for.
Currency: The Currency of the Invoice received.
Net: The Amount of the Invoice.
Vat Rate: Any VAT charged on the Invoice.

Step 4: Click the Save Transaction button.

The Purchase Invoice Invoice will then appear under the Additional Costs section.

2. Adding a Purchase Invoice using the Admin tool

Step 1: Click into the Finance tab, find the Purchase Invoices tool and click it.

A table appears. The table enables you to quickly tab across the relevant fields to add multiple supplier invoices in quick succession.

Step 2: Complete the relevant fields (see explanations in method 1) and click Save.

NOTE: The Purchase Invoice will be saved against the project. If you go into the Budget vs Actual of the project you will see the Transaction in the Additional Costs section.

How to edit a Purchase Invoice

Step 1: Click into the Finance tab.

Step 2: Click on the Purchase Invoices link.

Step 3: Find the Purchase Invoice that you wish to edit and click the Edit pencil icon at the end of the Purchase Invoice line.

Step 4: Amend the fields you wish to change and click Save.

How to delete a Purchase Invoice

Step 1: Click into the Finance tab.

Step 2: Click on the Purchase Invoices link.

Step 3: Find the Purchase Invoice that you wish to delete and click the 'X' at the end of the Purchase Invoice Line.

A box will appear asking the question: 'Are you sure you want to archive this Purchase Invoice?'

Step 4: Click on Yes to delete the Purchase Invoice or Cancel to keep the Transaction.

If you opt Yes to delete it, the transaction will then disappear from the Purchase Invoices list as well as the project that it was allocated to.