This Help Article covers:

On import of a Purchase Invoice/Credit Note (Supported Supplier), the importer DOES build a data file of the Invoice/Credit Note details as part of the import process so that Katipolt can process the Invoice/Credit Note’s data.

Once imported, the Invoice/Credit Note displays in the Purchases List where it can be checked, and if needed unlocked, edited, and re-locked again.

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

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

⚠️ NOTE: Only Purchase Invoice/Credit Notes from Supported Suppliers will be fully imported, (a list of these Suppliers displays on the “Import: Choose File to Import” popup) Non-Supported Supplier Purchase Invoice/Credit Notes will display in a panel to the left allowing you to manually key them in. For more information see the Help Article “Purchases – Purchase Invoice/Credit Note PDF Import (Non-Supported Supplier)”.

Importing a Purchase Invoice/Credit Note is done from the Side Meu's Purchase Tab.

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/Edit the details, then Press [IMPORT] to import

⚠️ NOTE: On the first Import the Supplier may not be detected, Use the "Supplier*" field Expandable Drop-Down to select the Supplier to map to.

⚠️ NOTE: Some Suppliers may send multiple Purchase Invoices as 1 PDF, this will import, displaying each Purchase Invoice as a tab at the top of the importer, work across each Purchase Invoice Checking/Editing the details before Pressing [IMPORT (XX)].

💡 TIP: Following the import of a Purchase Invoice/Credit Note, it displays in the Purchases List and can be edited there if needed by unlocking.

⚠️ NOTE: If a Credit Note, and it has a positive Quantity line(s), do not Unlock as you will not be able to re-lock it as you cannot Save a Credit Note if it has positive line Quantities.

💡 TIP: Following the import of a Purchase Invoice/Credit Note PDF, a copy of the original is retained in the Correspondence Top Tab of the Purchase Invoice/Credit Note Page, from there you can download it to view.