Introduced in Season version 25 is the ability to allocate PDF documents against supplier and nominal invoices

How to create an invoice:

On the on screen grid, you will have a top section and lower section. on the top section will be the supplier information and below it will be the products that build up that invoice. At the bottom there is a button that says ‘Type of Invoice’ and when you select that you have the option to create a nominal or supplier invoice.

Supplier Purchase Invoice

The on screen list will show you all your outstanding purchase orders in the system and you can work down that list and select all the invoices you are ready to process, you can also go one step further and select the lines on the invoice you are ready to invoice, this allows you to come back in at a later date and create another invoice for the remaining products that might arrive later.

Once you have selected your Invoice you now have the ability to assign a PDF invoice which you receive from your supplier This works as a type of reconciliation which flows through the season system and can be viewed from your supplier statement. When you press on unassigned PDF there will be 2 sections named ‘Assigned’ and ‘Unassigned’ and this will be where you can search for your pdf and allocate it against the PO in season and when it is assigned it gets archived. There is some set up that is required for the system to know which pdf belongs to the invoice which you can set up using the below link

Auto Purchase Invoice Settings – Datos Software Solutions Knowledgebase

Nominal Purchase invoice

Nominal Invoices work in a similar way but on the suppliers account you will need to identify if it will be used as nominal or stock invoice.

With the nominal invoice, from the supplier account you can set a frequency that you would typically created these and this can be used for you to filter the grid down to show relevant invoices. it will also give you a estimated next invoice that you will need to raise.

Supplier set up

The different settings that you need to look at setting up;

Supplier Type: This is if it is going to be a stock or nominal supplier

Frequency: how often you process invoices for the supplier

PDF reference: this is the unique text that is contained within the pdf your supplier sends to you, this is used with the auto allocation of a pdf