Purchase invoices
Purchase invoices are one of two ways to record third-party costs on a project in VOGSY—the other being expense claims.
This article explains how to register a purchase invoice that a supplier has sent you.
Before creating the purchase invoice, make sure the company issuing the invoice exists as an Organization in VOGSY and is marked as a Supplier.
Create a purchase invoice
To create a purchase invoice, do the following:
Go to the Purchase Invoices back office application and click the plus button to open the new purchase invoice screen.
Select the supplier from the Creditor search field.
Complete the remaining fields. The Creditor invoice number field is optional.
If using multicurrency, the cost distribution of a purchase invoice can be done in the local currency of the associated project.
To attach a copy of the invoice, click "Upload Invoice."
If this invoice is part of an automatic payment arrangement with the supplier, select the "Collected" checkbox.
To post the invoice in a different period or to break the posting down into multiple periods, select the "Post in a different period or breakdown in multiple periods" checkbox and then fill out the three additional fields that appear.
Click Save, and a cost distribution section will be generated and displayed.
Click "Add" to distribute the cost.
Fill out the invoice distribution entry form that displays, and then click Save.
When "Still left to distribute" equals 0, click "Done" to start the approval process.
Select the approver of the purchase invoice. NOTE: As the creator of the purchase invoice, you cannot approve your own invoice.
VOGSY will suggest a list of approvers who are the project managers of the projects associated with the cost distribution or who have been assigned the Manager role.
The approver will receive an approval request on their VOGSY feed.