Reading and checking purchase invoices

Introduction: What is reading purchase invoices?

Reading purchase invoices means putting supplier invoices into Easyflor and comparing them with what you actually received in your stock. This way you can check if everything you paid for has actually arrived.

Why read and check purchase invoices?

You want to do this because:

• You can check if you received everything on the invoice
• You can see if the prices on the invoice match what you purchased
• You can detect errors or missing deliveries
• You have evidence if something is wrong
• You have a complete overview of what you purchased and paid

How do you read purchase invoices?

There are two ways: manual entry or automatic import. Choose the method that best fits your situation.

Method 1: Manually creating purchase invoices

Use this method if you have a few loose invoices or if the supplier doesn't provide a digital file.

Step 1: Go to the purchase invoices menu

1. Go to the "Stock" tile
2. Find the heading "Purchase control"
3. Click on "Purchase invoices"
4. Click "+New" at the top to add a new invoice

Step 2: Fill in basic details Fill in the following information:

• Invoicer: The name of the supplier (e.g., "Nursery Jansen")
• Currency: The currency (usually euro)
• Date from: From which date should the system search in stock?
• Date to: Until which date should the system search in stock?
• Invoice date: The date on the invoice

Tip: The "Date from" and "Date to" help the system find the right purchases in your stock to compare.

Step 3: Add invoice lines

1. Click on the purchase invoice you just created
2. You now get the option to add invoice lines
3. Click on an article from the list to add it to the invoice
4. The article now appears in the invoice lines

Step 4: Add all lines and finish

1. Repeat step 3 for all products on the invoice
2. Check if all prices and quantities are correct
3. If everything is in order, click the "Done" button
4. The invoice is now checked and closed

Method 2: Automatically importing purchase invoices

Use this method if you have many invoices or if suppliers provide digital files (CSV, Excel, XML).

What you can import:

• CSV files (text files with commas)
• Excel files (.xlsx)
• XML files (standardized format)

Step A: Create an import template

First we create a template so Easyflor knows how to read the file.

Step 1: Choose template

1. Go to the "Stock" tile
2. Go to "Purchase invoices"
3. Click "Import"
4. Choose the file type you want to import: CSV, Excel or XML

Step 2: Fill in template basic settings Fill in:

• Name: The name of the supplier
• Date from (days before invoice date): How many days before the invoice date should the system search in stock?
• Date to (days after invoice date): How many days after the invoice date should the system search in stock?

Click "Save"

Step B: For CSV/Excel - Indicate columns

If you chose CSV or Excel, you still need to indicate which columns contain the information.

Step 1: Go to column settings

1. Click on the template you just created
2. Go to "Columns"

Step 2: Link columns Indicate for each field in which column of your file this information is. For example:

• Article name: Column A
• Quantity: Column B
• Price: Column C
• Invoice number: Column D

Click "Save"

Step C: For XML - Use standard format

If you chose XML, it's much simpler. Easyflor works with a standard XML format. No extra settings needed! You can import files directly after creating the template.

Step D: Import files

Now that your template is ready, you can start importing invoices.

Step 1: Start importing

1. Go to the "Stock" tile
2. Go to "Purchase invoices"
3. Click "+Import"
4. You now see a list of all templates you created
5. Click on the template you want to use

Step 2: Select file

1. Click "Choose file" or the upload icon
2. Find the invoice file on your computer
3. Select the file
4. Click "Import"

Step 3: Check

1. The invoice is now automatically read
2. Easyflor compares the invoice with your stock
3. Check if everything is correct
4. Click "Done" if the check is in order

Summary

Reading purchase invoices can be done in two ways:

• Manually: For loose invoices, enter all lines one by one
• Import: For many invoices, create a template and import CSV, Excel or XML files
• Goal: Check if everything you paid for has actually been received in your stock