Electronic Copies of Supplier Invoices

Introduced in Version 8.517 is the ability to save Electronic copies of Supplier Invoices.

Setup

Setup Digital Document Utility - viewing Supplier Invoices.

In Admin / Defaults / Manage Supplier Defaults, - Invoices Select “Print Supplier Invoice”

Then go to the Orders tab and Select "Print Receipt Confirmations"

Log off and on the software before using this feature.

To use the Digital Document Utility

Have the PDF of the Supplier Invoice open. An email copy of an Invoice sent by the Supplier as a PDF is required.  You can use two screens and have the invoice open on the second screen.

Process the Purchase Order, or Supplier No Products Invoice as usual.

When you process a Supplier Invoice, you will be prompted to print the Receipt Confirmation. Print this to the screen.

This process will create a file name and path for the digital document and copy it to your clipboard.

Selecting Yes will open a new prompt

The path will be copied to a clipboard, at this point, go to the PDF and right click to Save As

 

In the Window that appears, CTRL V to paste the saved path, right click and selecting Paste will not work

If you do not get the path correct or something goes wrong, their is an option to retry

To view the saved Digital Document

• Open the Supplier Enquiry screen
• Under the Invoices Tab
• Right click on the relevant Invoice to see the option to View Digital Document 

Backup of Data

• During the backing up of Infusion there is a tickbox to include Images and Documents, if Documents is selected the Digital Documents will be included in the backup.
• Keep it Safe backups - users will be asked if they want to include the Documents folder.
• In both cases if Documents are included the backups will increase in size, see Backup Size Increasing

Notes:

• You cannot have a slash (/) in the Order Number (Ref) or Supplier Alpha Key. If you do the PDF will not save.
• The PDF files have a file structure made up of the Lookup Alpha Key of the Supplier. If this key is changed in Infusion, the PDF Invoices will lose their link.
• Hosted Server users need to have a folder on their Remote desktop where they can copy and paste the PDF Invoices too. Once they have finished updating them in Infusion they can delete them.
• If the Invoice is a HTML email, then we print this to a local PDF, the print driver will to turn into a PDF.
• If a user attaches the wrong PDF to an invoice, they need to browse to the PDF file in Infusion and delete it. If they do a Supplier Enquiry and preview the invoice, it will ask them to browse to the correct PDF.
• When they preview the Supplier Invoice/Purchase Order for the first time, it will prompt to see if they want to add the PDF. They click OK and it will paste the defined Infusion path, plus the naming policies of Infusion into memory.
• SUPPINV may need to be modified if it is not the Standard Report.