Supplier invoices record what you owe your suppliers. Each invoice holds the lines you were billed for, the date it's due, and any payments you've made against it. Commusoft uses these due dates to show what's outstanding and overdue, so you can pay suppliers on time.
Where to find supplier invoices
You can add and view supplier invoices in two places.
On the supplier's record: The Invoices section lists every invoice from that supplier, with its Date, Description, Invoice number, Total and Remainder to pay.
On a job: The Costs tab lists the supplier invoices raised against that job, under Supplier invoices.
To upload a PDF and let Supplier AI fill in the details for you, see the How to upload supplier invoices with drag and drop article.
How to add a supplier invoice
Supplier invoices are added on a single form. Open it from the supplier or from a job, then fill it in from top to bottom.
Open a new supplier invoice
Start from the supplier, or from the job the invoice relates to.
Option A: From the supplier's record
âĄď¸ Click Suppliers > View all suppliers > View
In the Invoices section, click Add new invoice.
Option B: From a job
âĄď¸ Click the job's Costs tab > Supplier invoices
Click Add new supplier invoice.
Learn more about how supplier invoices count toward a job's costs in the Understanding forecasted and actual job costs article.
Fill in and save the invoice
The form is the same from both places. From a job, you also pick the supplier, and the Parts table isn't shown.
If you started from a job, select the Supplier who sent you the invoice.
Fill in the Supplier invoice details:
Date: The date printed on the supplier's invoice. It defaults to today, so change it if the invoice was issued on a different day. Payment due on is worked out from this date.
Invoice number: The number printed on the supplier's invoice, so you can match the two later.
Payment due on: The date you need to pay the supplier by. It fills in from the Date and the supplier's Credit terms. Pick a different date if you've agreed different terms for this invoice.
Upload invoice: Attach a copy of the supplier's invoice file from your computer. It's saved on the invoice's Attached files tab. This only stores the file. To have Supplier AI read the invoice and fill in the details for you, drag and drop the invoice instead.
Under Amounts are, choose whether the costs you enter include VAT (VAT Inclusive) or not (VAT Exclusive). Match how prices are shown on the supplier's invoice. From a job, this starts on VAT Exclusive.
To prefill every new line, click Set defaults, then click Close when you're done:
Nominal code: The accounting category the costs are recorded against.
Mark up: A percentage added to the Unit cost to set the Sale price.
Add a line for each charge on the supplier's invoice:
Parts: Parts from your parts list. This table only shows when you add the invoice from the supplier's record.
Items: Anything else, such as services or general expenses. Type a description in Item.
For each line, enter the Quantity, the Unit cost the supplier charged, the VAT rate and the Nominal code. On item lines, Sale price is what you'll charge your customer if the cost is billed on to a job. It's optional, and fills in for you if you set a Mark up.
Check the totals at the bottom of the form, then click Add supplier invoice.
Important: Set the Date before you pick your own Payment due on. If you change the Date afterward, Payment due on is worked out again from the new date.
Note: Parts in the mobile app only support VAT Exclusive, so we recommend that option. Choose what works best for your business.
What happens next
The invoice appears in the supplier's Invoices section, and on the job's Costs tab if you added it from a job. It also counts toward what you owe.
Outstanding: Includes the invoice until it's fully paid
Overdue: Includes the invoice once its Payment due on date has passed and there's still an amount left to pay
These totals show on the Suppliers page, on pinned suppliers, and at the top of the supplier's record.
How to view a supplier invoice
âĄď¸ Click Suppliers > View all suppliers > View
In the Invoices section, click View next to the invoice.
The invoice shows its Invoice number, Date, Payment due on, Created by, Created on date/time and VAT type. The invoice lines and totals follow, and payments appear under Payment & allocation history.
A label next to Payment due on shows where the invoice stands:
Overdue by X days: A red label when the due date has passed
Due today: An amber label when the invoice is due today
No label: The due date is still in the future
To print the invoice, click Print supplier invoice. The PDF includes the Payment due on date.
The Notes & communications and Attached files tabs hold any notes and files saved against the invoice.
How to edit a supplier invoice
âĄď¸ Click Suppliers > View all suppliers > View
In the Invoices section, click View next to the invoice.
Click Edit.
Change the details you need. Payment due on opens with the date saved on the invoice, and you can pick a new one from the calendar.
Click Save.
If you change the Date while editing, Payment due on is worked out again from the new date and the supplier's Credit terms. Pick your own due date again afterward if you need to.
Important: If the invoice has already been sent to your accounting package, you'll also need to update it there. Commusoft prompts you when you save.
How to record a payment
âĄď¸ Click Suppliers > View all suppliers > View
In the Invoices section, click View next to the invoice.
In Payment & allocation history, click Add new payment.
Check the Date. It defaults to today.
Select the payment Method and Nominal code.
Check the Amount. It's prefilled with the balance left to pay.
Enter a Description and, if you need one, a Reference.
Click Add payment.
The payment appears under Payment & allocation history, and the Remainder to pay updates.
How to delete a supplier invoice
âĄď¸ Click Suppliers > View all suppliers > View
In the Invoices section, click View next to the invoice.
Click Quick links > Delete.
Type delete in the box, then click Delete.
You can't delete a supplier invoice that has been sent to your accounting package or has a payment against it. If you enter invoices into your accounting package by hand, delete it there too.
How to raise a credit note against a supplier invoice
Use a credit note when a supplier owes you money against an invoice, such as an overcharge.
âĄď¸ Click Suppliers > View all suppliers > View
In the Invoices section, click View next to the invoice.
Click Quick links > Raise credit note.
Check the details. The supplier and lines are prefilled from the invoice.
Enter the Date and Credit note number, and adjust the lines if needed.
Click Add credit note.
The credit note is automatically allocated to the invoice. Credit notes raised this way aren't included in the Profit by Job report, because they're linked to the supplier rather than a job. Learn more about supplier credit notes in the Suppliers/Vendors article.
How payment due dates work
Every supplier invoice saves its own Payment due on date. Here's how that date is set and when it changes.
How Payment due on is worked out
Payment due on is the invoice Date plus the supplier's Credit terms. For example, an invoice dated 1 October from a supplier with 30-day credit terms is due on 31 October.
If the supplier has no Credit terms set, Payment due on is the same as the Date.
To set a supplier's credit terms, open the supplier and click Edit supplier. The options in the Credit terms list come from your creditor days settings. Learn more in the Creditor days article.
Due dates are saved on each invoice
Each invoice keeps the due date it was saved with. Changing a supplier's Credit terms only affects invoices you add from then on. An existing invoice only changes if you edit it and change its Date.
Payment due on can't be left empty. If you clear it, Commusoft works it out again from the Date and Credit terms when you save.
Common questions
Why is the Payment due on date the same as the invoice Date?
Why is the Payment due on date the same as the invoice Date?
The Payment due on date matches the invoice Date when the supplier has no Credit terms set. Open the supplier, click Edit supplier, and set Credit terms so new invoices get the right due date. For an existing invoice, edit it and pick the correct Payment due on date.
I changed a supplier's Credit terms. Why didn't my existing invoices change?
I changed a supplier's Credit terms. Why didn't my existing invoices change?
Existing invoices don't change when you update a supplier's Credit terms, because each invoice saves its own due date. The new Credit terms apply to invoices you add from then on. To change an existing invoice's due date, edit it and pick a new Payment due on date.
Can I leave Payment due on empty?
Can I leave Payment due on empty?
No, you can't leave Payment due on empty. If you clear it, it's worked out from the invoice Date and the supplier's Credit terms when you save.
Do I have to set Credit terms on a supplier?
Do I have to set Credit terms on a supplier?
No, Credit terms are optional on a supplier. If you leave them blank, invoices from that supplier are due on their Date.
Do I need to update my existing supplier invoices?
Do I need to update my existing supplier invoices?
No, you don't need to update your existing supplier invoices. They already have a Payment due on date, worked out from each invoice's Date plus the supplier's Credit terms at the time of the update. Where the supplier had no Credit terms, the due date matches the invoice Date. Your Outstanding and Overdue totals should look the same as before.
Is Payment due on sent to my accounting package?
Is Payment due on sent to my accounting package?
No, the Payment due on date isn't sent to your accounting package.
Why can't I type a date into the Date field?
Why can't I type a date into the Date field?
You can't type into the Date field because it's calendar only. Pick the date from the calendar so Payment due on is worked out correctly.
Do invoices uploaded with Supplier AI get a Payment due on date?
Do invoices uploaded with Supplier AI get a Payment due on date?
Yes. Invoices uploaded by drag and drop with Supplier AI get a Payment due on date worked out the same way, from the invoice Date and the supplier's Credit terms.
Why can't I delete a supplier invoice?
Why can't I delete a supplier invoice?
You can't delete a supplier invoice that has already been sent to your accounting package or has a payment against it.