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How to Review Supplier Invoices and Credit Notes

Review supplier invoices against purchase orders, and raise standalone or invoice-linked credit notes.

What This Feature Does

Supplier Invoices is where your team reviews invoices suppliers submit (or that you enter) against purchase orders. From the same area you can raise a Credit Note — either linked to approved invoice lines, or as a standalone credit when there is no originating invoice to import from.

Reviewing a supplier invoice

  1. Go to Supplier Invoices in the left sidebar.
  2. Filter by status:
    • Submitted — new invoices awaiting review
    • Under Review — invoices being processed
    • Approved — ready for payment
    • Rejected — returned for correction
    • Paid
  3. Open an invoice and compare it with the purchase order quantities and prices, and with goods receipt records.
  4. Choose Approve or Reject (include a reason when you reject).

Suppliers with portal access can submit invoices themselves. Your team still approves or rejects them here.

How to Create a Credit Note

  1. Go to Supplier Invoices in the left sidebar.
  2. Click Create Credit Note.
  3. In Create Credit Note, fill in Credit Note Details:
    • Supplier
    • Credit Note Number and Credit Note Date
    • Reason — why materials are being returned or the amount is being credited
    • Linked Invoices (optional) — associate approved invoices for traceability. Select a supplier first.
  4. Add credit lines in either way:
    • Enter return lines yourself, or
    • Click Import Lines from Invoices, pick originating approved invoices, tick the lines to credit, and click Import Selected Lines. You cannot credit more than remains on a line.
  5. Review Subtotal, Tax, and Credit Total.
  6. Click Create Credit Note.

A credit note does not need a purchase order. Use a standalone credit when the supplier issued a credit that is not tied to a specific PO invoice, or import lines when you are crediting part of an approved invoice.

Approving or rejecting a credit note

  1. Open the credit note from Supplier Invoices (it is badged Credit Note).
  2. Review the lines, linked invoices, and reason.
  3. Click Approve Credit Note or Reject Credit Note.

Net Payable on an invoice subtracts only approved credit notes. A credit note that is still submitted or under review does not change that figure yet, though a submitted credit already reduces the purchase order’s invoiced totals.