This Help Article covers:

Katipolt Users can use either of 2 methods to import Supplier Invoices/Credit Notes into Katipolt:

There are 2 types of Supplier Purchase Invoice/Credit Notes:

⚠️ NOTE: Due to the variety of PDF formatting types, sometimes an import may fail to display as expected for importing, should this happen, manually enter the Purchase Invoice, for more information on manually entering see the Help Article "Purchases - Purchase Invoice/Credit Note (Manually Enter-Edit)".

The Purchase Invoice/Credit Note(s) Import: Preview should load with the Supplier Details and the Product lines displayed.

The Purchase Invoice/Credit Note(s) Import: Preview should load blank with a Purchase Invoice/Credit Note preview to the left, ready for you to manually key in the Supplier Details and the Product Lines.

On Import, the Purchase importer also imports a copy of the Supplier Purchase Invoice/Credit Note being imported that can be viewed at a later time. This can be found in the Correspondence Top Tab of the Purchase Invoice/Credit Note

Purchase Invoice/Credit Notes that have a valid Job Number will be assigned to that Job, making their Products available to be pulled into Sales Invoice on [Get Costs].

Importing a Purchase Invoice/Credit Note is done from the Side Menu's Purchases List.

Quick Flow:

1. From the Side Menu, Press Purchases to display the Purchases List, then Press the “More” (3 dots) menu and Select the option “Import” to display the “Import: Choose File to Import” popup

2. From the “Import: Choose File to Import” popup, Press [CHOOSE FILE] then navigate to the Purchase Invoice/Credit Note PDF and select, OR Drag & Drop the Purchase Invoice/Credit Note PDF into “drag a file here” box

3. Check/Enter/Edit the Import Preview Details, then Press [IMPORT] to import

Importing a Purchase Invoice/Credit Note is done from the Side Menu's Purchases.

Quick Flow:

1. From the Side Menu, Press Purchases to display the Purchases List, then Press the Import Queue Top Tab to display the Import Queue Window

2. From the Import Queue Window Drag & Drop the Purchase Invoice/Credit Note into the Import Queue Window to add it to the Import List

💡 TIP: The Import List can be added to by forwarding emails that have Purchase Invoice/Credit Note attachments, for more information on this see the Help Article "Purchases - Purchase Invoice/Credit Note Email Import Queue".

3. Tick to Select the Purchase Invoice/Credit Notes to be imported and display the Multi Select Option bar at the bottom of the Page

4. From the Multi Select Option bar at the bottom of the Page, Press Import to display the "Import: Preview" popup where you can review the Purchase Invoice/Credit Note(s) import

5. Check/Enter/Edit the Import Preview Details, then Press [IMPORT] to import

1. Work across the Purchase Invoice/Credit Note Top Tabs Checking/Entering/Editing the Details as required

💡 TIP: Purchase Invoice/Credit Note Top Tabs with a red dot require details entered/edited before the Purchase Invoice/Credit Note can be Imported.

2. When satisfied with the details of the import, Press [IMPORT (XX)] to import

1. From the Purchase Invoice/Credit Note Tab’s Lines Section Enter/Edit the Product Lines

⚠️ NOTE: If you "Add Line" and the Product is already in Katipolt for that Supplier, you will be told "The product code XXXXXX you are trying to add already exists", delete the Product Line and enter the Product Line via the "Search products..." using the Code.

💡 TIP: Entered "Add line" Products can be recalled in a future Purchase Invoice/Credit Note, Quote, or Sales Invoice/Credit Note lines using the entered Product Code.

💡 TIP: Entered "Ad-Hoc line" Products can NOT be recalled in future Purchase Invoice/Credit Note, Quote, or Sales Invoice/Credit Note lines as there is no Product Code.

2. Work across the Product line, entering/editing information as needed to the displaying fields;