Orax SDI Cloud Reference

Supplier Invoice Processing

Purchasing goods or services from a supplier usually means that you have to render payment for supplier invoices. This process can be managed in the Orax SDI system in the Suppliers menu under the "SI Approvals" tab.

Capturing a Supplier Invoice
The first step in this process is to capture the Supplier Invoice. During the capturing you'll need to select (and optionally create) a supplier account. The supplier account should be setup with the correct payment terms as agreed with the supplier. You will also need to capture the details of the invoice like the invoice number and total amount payable, as well as the payment date. Select an applicable person who has to approve this invoice (who has the necessary access privileges).

Approval
Once an invoice is captured it has to be approved by the applicable manager. An email will be sent to the manager with a link. The manager has to click the Approve or Reject button on the record. The system lists recent purchases from the applicable supplier at the bottom so the manager can compare this transaction with previous transactions. On approval a notification will be sent to the person who captured the invoice.

Payment
Monitor the "SI Approvals" tab to see when an approved invoice is due for payment. It is required that you create a Purchase Invoice in the Orax SDI system that echo's the Supplier Invoice. This means that you will capture an invoice that posts the applicable items or services to the inventory and GL. Once the invoice is created, link it to the Supplier Invoice record and do the payment. Then update the Supplier Invoice record with the detail. The record is now considered "processed" and no further action is required.

Bank payment
In a further check-and-balance process, the above payment will be captured in the bank as a transaction and linked to the applicable "Purchase Invoice". This will then provide a payment advice for the supplier account to ensure that all due payments can be reconciled.