Enter a supplier invoice
A supplier invoice entered in CAPPS feeds the supplier's balance due, the payment schedule and your payments. CAPPS checks the amounts and refuses duplicates so that the same invoice is never paid twice.
Open the entry form
On the Suppliers page, choose the supplier in the list.
In the Supplier preview, click New invoice. You can also use the row's ⋮ menu, then Add supplier invoice.
The New Invoice window shows the supplier's name and ICE, as well as its Purchase terms (due date, VAT, payment method) applied to the entry.
You need the Create and edit permission. An archived supplier no longer receives new invoices: reactivate it first.
Enter the invoice
In Invoice Details, fill in the Billing Date and the Due Date.
Enter the Invoice Number as printed on the supplier's invoice. It is required.
Enter the Amount excl. VAT and choose the VAT rate: CAPPS calculates the VAT amount and the Amount incl. VAT. You can also start from the amount incl. VAT.
If the invoice has several rates, choose Other / several rates. The Breakdown by VAT rate area opens: enter an amount excl. VAT per rate with Add a rate.
If needed, specify the Invoice type (Goods, Services or Fixed asset) and the Planned payment method. This method will be offered at payment time.
In Classify (optional), choose an Activity, a Sub-activity and tags.
Attach the invoice: drag the file into the Import supplier invoice area or click it. Accepted formats: PDF, PNG or JPEG, 10 MB at most.
Click Save invoice, or Save and new to go straight to the next one. The “Invoice … saved” message offers Open to view it.
Dropping a document on a new invoice immediately starts its automatic reading, if it is activated for your branch. See Prefill an invoice with automatic reading.
CAPPS refuses to save in these cases:
- empty number: “The invoice number is required”; number containing the characters < > or ";
- “The invoice date cannot be later than today.”;
- “The due date cannot be earlier than the invoice date.”;
- zero or negative amount incl. VAT, negative amounts, amount excl. VAT entered without VAT (or the reverse), or “The amount incl. tax must equal amount excl. tax + VAT (to the cent).”;
- invoice already saved for this supplier with the same number, including in the archives: open the existing invoice.
Due date beyond 120 days
If the due date is more than 120 days after the invoice date, CAPPS reminds you that law 69-21 limits the payment term to 120 days. To save, select I confirm this term agreed with the supplier. Without this checkbox, the invoice is not saved.
After saving
Double-clicking the invoice, in Supplier Invoices, opens the Invoice Details window. Its Actions bar offers:
- Record a payment: see Record a supplier payment;
- Archive (and Unarchive) to remove the invoice from the usual views;
- Download to get the attachment.
The Payments and Lines tabs give the details of the invoice's payments and lines.
If your branch has turned on approval before payment, the Approval before payment panel shows whether the invoice must first be approved. See Understand supplier invoice statuses.