Maintenance

From supplier invoice to payment


How to create a purchase invoice?

When a supplier invoice is received, you can save it from Suppliers ‣ Purchase Invoices.

The first thing you need to do when creating an invoice is to select the relevant supplier, and its reference, thus the relevant periods.



Note

As long as the invoice is in draft, you can make any changes you want (e.g. delete or add item lines, change quantities and prices).

You can then add the product lines by clicking on "add a line". A pop-up will open to encode the lines of the invoice.



Indicate the product, the property, the unit price, and the quantity. Taxes and accounting account are filled in automatically by the system depending on the product. You can modify these on a case-by-case basis. You may also not have a linked product and directly assign an accounting account, but this is not recommended.


On the right of the screen, you have the possibility of clicking on the checkbox "Re-invoice" so that the invoice is re-invoiced to the tenant.


If the selected property contains several lots, the system offers you to choose a distribution key. If you select a distribution key, the invoice line will be automatically distributed over the different batches according to the distribution key.


If the selected product is linked to a counter for the good you have selected, the system will detect it and show you the linked counter. The meter index will be automatically updated based on the quantity shown on the billing line and the invoice end date. If the counter includes passage counters, the system will ask you for the indexes of the different counters to be able to re-invoice the invoice.

In the "Other information" tab you can see that the Landlord is automatically generated as well as his accounting information.



After validating the invoice, the invoice date is generated and an accounting document has been made for this invoice.


Pay your invoices

Bank payments

If you make your payments via your bank account, these will appear in your account statements.

When these account statements are reconciled, the invoices will automatically be considered as paid.

Payments cash

If you pay your suppliers directly in cash (or via an account which is not known by YouRENT), you must inform YouRENT of this payment because it is not found in your account statements.

To do this, all you have to do is click on the "Save a payment" button,. This will open a wizard:


After validation of the wizard information, click on the "Validate" button and the invoice will be considered as paid.

A partial payment (for example for a deposit is also possible).

This payment method is to be used for all payments not known by YouRENT, that is to say all payments made outside the bank accounts declared in YouRENT.

SEPA payment?

To create a SEPA payment method, From Accounting ‣ Configuration ‣ Payment Modes


You fill in the data as follows:



Create a payment order /SEPA payment

YouRENT gives you the possibility of generating your payments automatically by creating SEPA payment orders which you can send to your bank via your banking software.

To do this, you must first configure your accounts by adding the SEPA payment method.

Creation of a SEPA payment

If you click on the "Other information" of your purchase invoices, you will find there the payment method linked to this invoice, as well as the beneficiary's bank account:


These were automatically retrieved from the supplier's file in which the payment method and the bank account to be used by default are saved.

If the payment method indicated is a SEPA payment and your invoice is in "Open" status, you will see an "Add to payment order" button at the top of your screen. Just click on this button and the invoice will be added to a payment order in "draft" status. If no payment order in "draft" status exists, the system will automatically create a payment order.

The payment order will appear on the screen after clicking the button:


You can then go to the following invoice or send the payment directly:

Validate and send your payment orders.

If your payment order is complete, click on the "Confirm payment" button and it will be validated. Then click on "Generate a payment file" and an xml payment file will be automatically generated. You just have to download it and send it to your bank.

If you return to your invoice (click on the reference of your invoice on the breadcrumb at the top left of the screen), you will see that the invoice is still in "Open" status but a button appears indicating that a payment is made.

When reconciling your bank statements, the status of the invoice will change to "paid".

Get your invoices approved

If you need the property manager's approval before paying your invoices, click the "Approve Payment" button.

An activity will be automatically created for the property manager and he will be notified by email.

The invoice will be removed from the list of invoices to be paid until the manager has approved the payment by marking the activity as completed:


At this time, the invoice will become payable again and you can add it to your payment orders.


Note :

 

This functionality only applies to SEPA payments.