Approval of supplier and service provider invoices
There are two types of invoices
1. Invoices from suppliers of goods and products
First, we will receive the invoices so that they will be reflected in your invoice and we can offset VAT inputs. The amount approved for payment is determined by checking invoices against orders and invoices.
2. Service provider invoices
Before receiving an invoice from a service provider, you can enter their contract and approve an invoice that will be sent to them by email so that the service provider can generate an invoice based on the amount you approved.
Checking invoices from suppliers of goods and products
When checking invoices, you have control over both the prices of goods and the quantity actually received. Invoices are checked against product orders, which include the order price for each item. In addition, the employees who receive the goods report and take photos of the receipt, which allows you to check an invoice both according to the quantity received and according to the price we ordered.
For example, if you sent an order for an item priced at 100 NIS, you are only supposed to pay 100 NIS even though the supplier's invoice charges you 120 NIS. In this case, you will be right both legally and commercially, because the supplier has two choices when receiving the order:
1. Agree and deliver at the price listed in the order
2. Contact us and inform us that the price has changed - this will allow you to consider your decision and perhaps look for other alternatives.
Invoice amount and approved amount for payment
In our system, you decide what the approved amount for payment is for each invoice. The amount for payment is determined after checking the invoice in the system against the purchase orders or service provider contract. Once an approved amount is determined, up to two signatures can be made by different managers.
Once the invoice has been signed by authorized persons, the authorized amount cannot be changed unless the signatures are canceled, which requires additional authorization.
Once invoices are signed, they will appear on a dedicated screen for the accounting manager to make a payment. Invoices that have been paid or not signed will not appear on this screen. The payment processor cannot pay more than the amount authorized for payment.
Payment types:
Cash - Check - Bank Transfer - Credit Card
Checking service provider invoices
You can check and approve a service provider's invoice in two ways:
1. On the Account Approval screen, approve an account for service providers according to the contract we entered. Approve Accounts for Service Providers performs cumulative tracking of quantity and money over periods and enables the production of formatted invoices to the service provider's email.
2. If you have not entered a service provider contract, simply manually approve the invoice, specifying an approved amount for payment.