Invoice management in Planyard

In this article, you will find extensive content on invoice management in Planyard

Table of contents

  1. Introduction
  2. Inbox overview
  3. Process purchase invoice
  4. Processing invoices

Introduction

Planyard provides a straightforward method for collecting and processing invoices, ensuring that relevant information is sent to accounting and that the live budget is updated accordingly, all within a single process. 

Purchase invoices can be imported on to Planyard in different ways, read more about how to set this up HERE. 

When an invoice is imported into Planyard, the system will automatically scan it for relevant information. This means that if an invoice is uploaded to the company inbox and contains correct information, Planyard will automatically allocate the invoice to the correct project for approval. If the invoice is related to a subcontract or a purchase order, it will be automatically linked, and information such as the vendor, line items, and other pertinent details will be extracted directly from the purchase order or subcontract. Additionally, essential data like the invoice number, date, and amount will be scanned and recorded automatically.

In conclusion, handling and processing purchase invoices through Planyard streamlines the entire procedure, saving considerable time by automating information flow and reducing the risk of human error.

Inbox overview

You can access the overview of your invoices by clicking on 'Files' in the project menu row. Here, you will see a list of the invoices imported to your project as well as other files. Features in the inbox overview:

  • Upload files: You can manually upload files by clicking 'Upload files' in the top right corner.

  • Tabs: Over the list of files, you will see three tabs - cost files, other files, and drafts. All files uploaded to Planyard will be automatically sorted under cost files (since the majority of imported files are invoices). If a file is not related to costs, it could then be moved to the tab 'Other files.' Under 'Drafts,' you'll find invoices where we have started the processing but not finished it.

  • Tickbox: In front of the imported files, you will see a tick box. Clicking the box enables you to perform actions on the file:

    • Mapping: If there are several files related to the same event, tick the boxes for the files and click 'Mapping.' This will allow you to tie several files to the same cost.

    • Delete: Click here to delete the file.

    • Move to inbox: If the file has been allocated to the wrong project, click on 'Move to inbox' to move it back to the company inbox.

    • Change to other: Change the file from a cost file to another file.

    • View individual files: If you have received an email containing multiple files that Planyard has imported, this function enables you to see them as a group or individually.

Process purchase invoice

In this guide, you will receive a brief introduction to the basics of processing an invoice in Planyard. Purchase invoices are always linked to a line item, allowing you to track all approved costs for your project. If the invoice is associated with a subcontract or a purchase order, you can connect it to the relevant purchase order or subcontract. By doing so, the line items connected to that purchase order or subcontract will be automatically selected.

Planyard will automatically read an uploaded invoice. This means that when you process an invoice, certain information will be filled out automatically by Planyard. This includes details such as:

  • Invoice number

  • Invoice date

  • Due date

If the subcontract reference number or purchase order number is clearly stated on the invoice, Planyard will automatically fill out information from the related purchase order or subcontract, such as the company name and related line items. If all information is listed on the invoice, you would only need to fill out the costs for the related line items.

Processing invoices

For the following steps, we will assume that we have received an invoice in our project in Planyard and that we have to fill out all the information manually:

  1. In the files overview, click on the invoice you want to process

  2. Select the supplier or subcontractor that sent the invoice. If the company is not in the list, click 'Add company' to the right and add the company.

  3. Select document type. Note that the options will be based on information for the company you selected previously. For example, if there are no issued purchase orders issued with selected company, that option will not be available.

  4. Fill out invoice date, due date and amount

  5. If needed you can add a comment that would be visible for the accountant when issuing the payment.

  6. Select the line items related to the invoice.

  7. For each line item, fill out Unit, Quantity and Unit price.

  8. Click submit.

As previously mentioned, in this example we have no prior information regarding the invoice (purchase order, subcontract) which means have to manually apply the costs to line items. When you select a sub contractor or vendor in the contacts whom we do have a sub contract or a purchase order with, Planyard will automatically funnel you through the stages, giving you choices based on the contact you have selected.