Management of supplier's invoices and cancelations

On this help page you will find documentation on Supplier Parts Invoice and Credit Memo Management.

1.1 Create a Supplier Invoice

Supplier invoices can be viewed in the Supplier Invoice Follow-up, which is located in the following path: [Parts Module -> Purchases Tab -> Invoices Section -> Supplier Option].

In many cases, the invoices will enter SIMA automatically, since there is a communication interface with the supplier, which allows the automatic insertion of the invoice in SIMA. In these cases, the invoice will remain in Initial status until its detail lines are verified with the package sent by the supplier.

In other cases, as there is no communication interface with the supplier, the invoice has to be created manually, once it arrives from the supplier and with the supplier order numbers indicated in the invoice.

To create the supplier invoice we do the following:

We open the Follow-up of supplier invoices.
Click on the option New invoice in the left menu.
The wizard for the creation of the supplier invoice will appear, click on the Next button.
In this step we indicate:
Type of document
Invoice
Delivery note
Type of transaction
Currency
Whether or not it is going to have tax rate
Click on the Next button.
In this step we indicate:
Supplier
Invoice number
Invoice date
Warehouse where the parts will be located
Click on the button Next.
Click on the Add orders button to associate the orders to supplier with the invoice.
The window Orders to supplier will be displayed.
We select those that must be included in the invoices
Click on the button Accept
Click on the button Finish
Both the header and the detail lines of the invoice are automatically loaded with the information provided in the wizard.
If necessary we can add new detail lines directly in the supplier invoice.
Save the document and SIMA performs a series of checks to ensure the consistency of the document, called Warnings. If any of them are not complied with SIMA will display an information window.
Confirm the document

At this point it is possible to click on the button Give entry which allows the subsequent punctuation of the goods as well as to reserve the necessary stock to serve the customer orders.

Now it is necessary to carry out the Input picking and the location picking in order to definitively enter the parts in the warehouse.

1.2 Input picking

The input picking gives definitive entry to the parts in the warehouse, affecting the different stocks: Available, Pending to Serve, Pending to Receive, etc.

To carry out the input picking we do the following:

We open the Input picking, which is located in the following route: [Parts Module -> Purchases Tab -> Picking Section -> Input Option] ** 1.
The window Invoice or package entry with immediate delivery will appear.
Click on the button located to the right of the Invoice field.
The Invoices pending to be picked window will appear and we double click on the invoice to be picked.
Click on the button Start picking 1.
Click on the Pending parts button.
The Parts pending ti pick window will appear.
Select the part to be picked and click on the Select button.
We indicate how many units come according to their status:
Correct
Broken
Expired
Absent
Incorrectly referenced
Repeat steps 6 to 9 for each of the partgs included in the invoice.
When finished, click on Finish picking and close the window.

It must be taken into account that if X units come from a part, but some of them are correct and the rest are broken, the same part must be picked twice, once for the correct quantity and once for the broken quantity. This will generate supplier errors.

1.3 Location picking

To perform the location picking we do the following:

We open the Location picking, which is located in the following path: [Spare Parts Module -> Purchases Tab -> Picking Section -> Location Option].
The Location Items to be finalised window will appear.
Click on the button located to the right of the Invoice field.
The window Invoices pending to be picked will appear and we double click on the invoice to be picked.
When finished, click on the button Finish picking 1.
SIMA will request the special permission for this operation, we introduce it
Close the window

1.4 Cancel a supplier invoice

Supplier invoice cancellations can be viewed in the Supplier Invoice Follow-up, which is located in the following path: [Parts Module -> Purchasing Tab -> Invoices Section -> Supplier Option].

To create the supplier cancellation invoice we do the following:

We open the Supplier Invoice Follow-up.
Look for the supplier invoice
Right click on the invoice and, in the context menu that appears, select the option Cancellation Document 1.
The wizard for the creation of the supplier cancellation invoice will appear, click on the Next button.
In this step we indicate:
Cancellation invoice number
Invoice date
Cancellation invoice type:
Total (only parts)
Partial (only parts)
Total (including charges)
Partial (including expenses)
Click on the Finish button.
The cancellation invoice window will appear, which will already include the detail lines of the invoice to be cancelled.
If everything is correct we confirm the document

When the supplier invoice is partial, another step will appear in the wizard, where you must indicate for each line of the cancellation invoice how many units of each part are going to be cancelled.

1.5 Create expense invoice

Expense invoices can be viewed in the Follow-up of documents received, which is located in the following path: [Parts Module -> Purchases Tab -> Invoices Section -> Expenses Option].

To create the expense invoice we do the following:

We open the Follow-up of received documents.
Click on the option New Invoice in the left menu.
The document creation wizard will appear, click on the Next button.
Select the third party issuer of the expense invoice.
Click on the Next button.
Click on the Finish button.
The Charge Invoice - Expenses inherent to the purchase window will appear.
Through the menu Tools -> Provisions cancellation we associate the provisions to the expense invoice.
Set the invoice number in the field External 1.
Double click on the Expedition field and set the dates:
Expedition
Transaction
Entry
Acceptance
Click on the Accept button.
Save the document
Confirm the document

In the Charge Invoice - Expenses inherent to the purchase window we can also add detail lines by typing them manually.

🚩 Hungarian Market

1.6 Invoices of local suppliers

🔹 Introduction

Local Supplier Invoices are not automatically imported into SIMA, they must be created manually. SIMA has a wizard that allows us to perform this process very quickly.

🔹 Process

The process of creating a local supplier invoice is done in the following way:

Open the Supplier Invoice Follow-up, located in the path: [Parts Module -> Purchases Tab -> Invoices Section -> Supplier Option].
The Supplier Invoice Follow-up will be displayed.
In this follow-up click on the option New invoice located in the Processes section on the left hand side.
SIMA will display a wizard with which we can create the local supplier invoice.
In the first step we click on the Next button.
In the second step General information of process we must select:
Invoice in the field Select the type of document
Type of operation in the field Select the scope of the process
Currency in the field Currency
Whether or not the invoice has tax rate in the field The invoice has tax rate
Press the button Next.
In the third step Specific data of the process we must select:
Supplier
Invoice number
Invoice date
Warehouse where the parts will be located
We can press the "..." button in order to look for the business name of the supplier.
Select by Business name.
Click inside the field of the supplier to position the cursor on it.
Type the name of the supplier (SIMA will start searching for it when you type 3 or more letters).
Select the supplier by clicking on it with the left button of the mouse.
Fill in the invoice number and select the invoice date.
Press the button Next.
In this step we have to select the Supplier Order, this is mandatory in order to match the Supplier Invoice with the Supplier Order.
Press the button Add order.
Check the checkbox to the left of the Supplier Order to select it. This way it will be included in the Supplier Invoice.
Press the button Accept.
This is the last step of the wizard. Press the button Finish.
Now SIMA opens the Supplier Invoice Maintenance with the new invoice in Initial status.
In the field External we indicate the invoice number of the supplier.
Now we must check that the lines that have been included in the supplier invoice correspond to the lines that are being invoiced by the supplier.
If any line does not correspond to what has been invoiced by the supplier, we can remove it from the Remove line option in the contextual menu of the detail line.
We have to select the Delivery type in the header of the invoice in the right-hand side area.
Press the button .
SIMA will show warnings if there is any detail to solve in the Supplier Invoice.
After resolving the warnings, we can confirm the invoice with the button .

The supplier invoice is now confirmed.

From this confirmation SIMA will show a message informing that it is going to trigger the automatic sales invoice generation process:

Click on the Yes button
Validate the special permission
Click on the OK button in the information message about the generation of sales invoices
SIMA will display the list of sales invoices generated in the Sales documents created window, the Issued column of this window indicates whether the sales invoice is confirmed or not.
If the Issued column is ticked the sales invoice is confirmed.
If the Issued column is not ticked, the sales invoice is in Initial status and we have to check why.
The Document button allows us to open the sales invoice.