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Non Order Based Invoice

What is Non Order Based Invoice in Businessflo​

In Businessflo, a Non Order Based Invoice is a type of invoice that allows businesses to enter and process Non Order Based Invoices for goods or services without a reference to a specific purchase order. It provides flexibility in situations where a formal purchase order is not required or when the purchase is based on a mutual agreement or arrangement with the vendor.

The Non Order Based Invoice in Businessflo typically includes information such as the vendor's details, invoice number, invoice date, line items describing the goods or services, quantities, prices, and any applicable taxes or discounts. It serves as a record of the vendor's invoice and facilitates the payment process.

With Non Order Based Invoice, businesses can easily capture and process invoices that do not follow a traditional purchase order workflow. This enables efficient handling of various vendor transactions and improves the overall accounts payable process in Businessflo.

How to Create a Non Order Based Invoice in Businessflo​

  • Module: AP - Accounts Payable
  • Process Code: APIN - Vendor Invoice

There are two options available to navigate to this screen.

  • Click on Accounts Payable -> Vendor Invoice -> Vendor Invoice
  • Write the process code for this screen in the search bar which will navigate you here directly.

vendor-invoice

The list displays both Non Order Based Invoice and Order Based Invoice already been created in the system. To filter the list for Non Order Based Invoice, you can set the filter on the journal indicator and select "Free Text". This will show you the Non Order Based Invoice. From the list, you can create a new Non Order Based Invoice by clicking the "new" button or select an existing invoice to view, edit, or delete it.

Process​

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To create a new vendor invoice, fill in the necessary details:

  • Invoice:- Invoice number will automatically be generated by the system.
  • Journal:- You can choose the journal where the journal indicator is F
  • The system automatically populates the Journal Nature, Financial Year, and Financial Period based on the selected journal.
  • Posting Date:- Enter posting date for this invoice.
  • In Businessflo, the Non Order Based Invoice can have one of two posting statuses: Park or Posted. When a document is parked, it is saved as a draft and does not have any financial impact or refer to payment. Parked documents can be edited or deleted as needed. However, once a document is posted, it cannot be modified or deleted. If there is a need to reverse a posted invoice

Vendor Information

  • Vendor: Choose the vendor for this invoice by selecting from the list of vendors.
  • Vendor Group: The system will automatically populate the vendor group based on the selected vendor.
  • Vendor Tax Zone: If any tax zone is applicable on this invoice, then select the tax zone for this vendor

Currency Information

  • Currency:- Select the required currency
  • Exchange date:- Enter the exchange date and exchange rate will automatically be generated by the system or you can also mention exchange rate.

Payment Term/Method

  • Payment Term:- You can select any payment term from the following list or you can create a new payment term as per requirement.
  • Payment Method:- Select the payment method as per requirement or you can create a new payment method.

Invoice Information

  • Invoice Date, Baseline Date:- Enter the required dates as per the invoice.
  • Due Date:- Automatically be generated by the system against the selected payment term.
  • Vendor Invoice Number:- Enter the Vendor invoice number from the document.

General

  • Tax Exempt Number:- If tax exemption is given to this vendor then you can provide tax exempt number.
  • Party Bank:- Mention the party bank.

Terms and Conditions​

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You can write terms and conditions for this Non Order Based Invoice in the given text box.

After filling the header fields, click on Create.

Invoice Lines Tab​

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In the Invoice lines grid, enter a description, select the main account, and enter the quantity and unit price for the invoice line.

To process a parked document in Businessflo, the system performs a completeness check. To initiate the posting, select the posting status as "Post." This action will ensure that the GL (General Ledger) accounts are updated with the corresponding amounts from the document. By selecting "Post," the parked document will be successfully processed, and the necessary financial updates will be reflected in the system.

Now click on Save to save the information provided.