Process a Supplier Invoice and Payment

Processing a Supplier’s Invoice and recording payment is a two step process. First the Supplier Invoice’s Invoice number and included Products are saved and processed, raising a balance owing against this Supplier.

Second a Supplier Payment is Processed which will Close the Supplier Invoice and remove the balance owing to the Supplier.

Part 1 – Enter a Supplier Invoice

Click on the Lightning Bolt icon (1) located to the right of the main search bar in Workshop Software, next to your company logo and from the drop down list select Supplier Invoice (2). 

A cropped screenshot of Workshop Software, numbered cursors show clicking the Lightning Bolt icon and selecting Supplier Invoice.

Enter the name of the supplier into the top field (3) and click on their name to proceed, if they are a new supplier click on the + (4) icon to create a new supplier. 

A cropped screenshot of the Supplier Invoice page, numbered callouts indicate the search bar and + Icont

In the Supplier Invoice box enter the invoice details.

  • Reference (5): Supplier invoice/reference number
  • Post Date (6): Invoice date
  • Price includes tax (7): Toggle this depending upon if the Invoices line prices include or do not include tax
  • Invoice type: (8) Choose Invoice, Credit is used to record the details of a Supplier’s Credit Note.
  • Payment Terms (9): Select the Supplier’s payment terms
A Screenshot of the Supplier Invoice page, the Fields are numbered to match descriptions in the text. A cursor marked A indicates the Star icon, a cursor B Indicates the Add Stock Order button.

Enter in the products on the invoice: If your created a Stock Order you may use the Star icon (A) to choose the relevant document or you may enter products individually (B).

If you have received the Products and/or Services then click on Process (C) at the bottom right of the page.

A cropped screenshot of the Supplier Invoice Page, callouts indicate the Save and Process Buttons.

You may also Save (D) the Supplier Invoice, it will be retained and may be edited and processed later.

Part 2 – Recording a Supplier Payment

Click on the Lightning Bolt icon (10) located to the right of the main search bar in Workshop Software, next to your company logo and from the drop down list select Supplier Invoice (11). 

A cropped screenshot of Workshop Software, numbered cursors show clicking the Lightning Bolt icon and selecting Supplier Payment

Enter the name of the supplier into the top field, double click on their details to proceed. 

A cropped screenshot of Workshop Software's Supplier Payment Page. "Able" is entered in the search field and a cursor indicates to click the box showing the matching Supplier.

Record payment details:

  • Post Date (12): enter in payment date
  • Click on the Search icon to bring up a list of unpaid invoices for supplier
A cropped screenshot of the Supplier Payment page, a box surrounds the Post Date field and a cursor indicates a click on the add Invoice button.

When selecting Supplier Invoice documents first click one or more you wish to import (13) then click Select (14) to populate the Supplier Invoice List.

A screenshot of the Invoice Selection pop up for Supplier Payments. Numbered cursors indicate to choose a Supplier Invoice/s and then click Select.

If you have completed the payment then click on Process (14) at the bottom right of the page and confirm with Yes (15) in the Pop Up that you wish to record this payment.

A screenshot of the Supplier Payment page and the Confirmation Pop Up, numbers indicate to choose Process then Yes in the resulting pop up.

You may also use Save also at the bottom right of the screen to save payment details to Process later.

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