Linking Multiple Supplier Invoices to a Single Purchase Order
In Ascora, you can efficiently link multiple supplier invoices to a single purchase order. Below, we outline three methods to import supplier invoices, each achieving the same goal
Key Preparation
Before proceeding, ensure the following:
Navigate to Administration > Defaults and enable the setting: “Allocate Qty On Closed Purchase Orders.”
This ensures any quantities allocated on closed purchase orders are correctly accounted for.
To start with we can have a blank purchase order or a populated purcahse order
Method 1 – Within the Purchase Order Click on Supplier Invoices
Click on Import
Select the supplier, invoice template (Ascora AI is able to read PDF documents)
Upload the Supplier Invoice and Click on Import
The Supplier Invoice is Uploaded and the Line Items are Added
Click Save
Method 2 – Click on Supplier Invoices
Click on New
Click on – Select a Supplier
Choose the Supplier
Upload Your PDF Invoice
Click Here to Add a Part Number
Populate the Line Items Based On The Supplier Invoice
Click on Select All
Click on Change in Bulk
Click on DropDown
Select the Purchase Order
Click on Update
If Required Select Convert any Write In To Supply
Remember to Populate The Reference Field
Click on Reference
Click on Save
Click on Save And Accept Allocation – This action will send this invoice to your accounting package.
Go Back to the Purchase Order and Click on Supplier Invoices
Click on All to see All the Supplier Invoices Assigned to this Purchase Order
To Accept Auto Imported Invoices, Select All
Click on Bulk Actions
Click on Accept Allocations
Confirm All Invoices Have Been Accepted
Method 3 – Click on Supplier Invoices
Click on Import/Export
Click on Import
Click on Please Select
Select the Supplier
Click on Select files or drag and drop your Supplier Invoice
If Required Select Convert any Write In To Supply
Click on Import
Open The Supplier Invoice
If the Purchase Order Number has not been found, Select All
Click on Change in Bulk
Click on the Drop Down
Select the Purchase Order
Note: Only open purchase orders that are dated prior to the supplier invoice and are for the same supplier are listed for you to select from.
Click on Update
Click on Save
Click on Save And Accept Allocation
Head back to your Purchase Order to Confirm the Supplier Invoices are there.
Click on All
Take note of the three supplier invoices we added against this purchase order.
Take note of the three supplier invoices we added against this purchase order.
Take note of the three supplier invoices we added against this purchase order.
Linking multiple supplier invoices to a single purchase order in Ascora offers immense benefits for managing your business finances effectively. By consolidating invoices, you gain better visibility into your purchase orders, streamline reconciliation, and ensure accurate tracking of inventory and expenses. This reduces administrative overhead and minimizes errors in processing, saving both time and effort for your team.
If you need help mastering these methods, Tradie Tech Solutions is here to provide expert training tailored to your business needs. We can guide you through every step, ensuring you maximize Ascora’s capabilities to enhance your workflow. Reach out to us today to learn how we can assist you in optimizing your job management and accounting processes.
