Entering Invoices when the PO has not been entered in Sage

Learn the step-by-step process of entering invoices, managing purchase orders, and ensuring efficient communication with vendors.

23 Apr 2025 By Rose Gomez

In this guide, we'll learn how to efficiently enter and manage invoices in a system where vendor information does not auto-populate. We'll explore how to search for vendors, use quick keys for purchase orders, and handle missing purchase orders by communicating with the PO writer. Additionally, we'll cover how to organize and track invoices using email and system features to ensure they are processed correctly.

Let's get started

Entering invoices: Click "New Invoice."

Step #1: Click on "New Invoice" — Click on "New Invoice"

The vendor did not auto-populate. You can search by either pressing "vendor" or F5.

Step #2: Click on "Vendor" — Click on "Vendor"

Add a shortcut key for purchase orders.

Type "WinSupply+ Enter"

I have a PO Quick Key: Press F12. Type in the command. Place it here.

Type "250404-od"

Step #5: Click on "250404 - OD" — Click on "250404 - OD"

Step #6: This means that the PO is not in Sage yet — This means that the PO is not in Sage yet

This purchase order is not found, so we need to send it to the PO writer. First, copy the invoice number. Then, click on the paper airplane icon to send an email. Your email box will open. This invoice is written by Chris Salmela.

In the subject line, include the invoice number to easily locate the email later. Then, save it. Now, you can create a new invoice. The invoices you save will be categorized as work in process or complete. This is where you can find your unprocessed invoices.

Here is the invoice. Once Chris responds, you can return here and enter it on this screen.

Step #7: Copy the Invoice Number to paste in your email subject line — Copy the Invoice Number to paste in your email subject line

Step #8: Click the paper airplane to open an email which automatically attaches the invoice — Click the paper airplane to open an email which automatically attaches the invoice

Step #9: Click on "Send" — Click on "Send"

Step #10: Sometimes you need to click on your email icon to allow the email window to pop up — Sometimes you need to click on your email icon to allow the email window to pop up

Step #12: It sometimes hides behind the other Paperless screen, drag so that you can see the email box — It sometimes hides behind the other Paperless screen, drag so that you can see the email box

Step #13: Send the email to the PO writer, add a short note letting them know the PO is not in Sage — Send the email to the PO writer, add a short note letting them know the PO is not in Sage

Step #14: Most invoices include the Purchaser name — Most invoices include the Purchaser name

Step #15: Always use the Invoice number as the subject, otherwise it is very difficult to locate later if needed. — Always use the Invoice number as the subject, otherwise it is very difficult to locate later if needed.

Type your message: "I don't see this PO in Sage."

Step #17: Keep it short and to the point. — Keep it short and to the point.

Step #19: Click on "New Invoice and select "Yes" when the dialogue box asks if you want to save your changes to the invoice. — Click on "New Invoice and select "Yes" when the dialogue box asks if you want to save your changes to the invoice.

Step #20: To locate the invoice after it has been saved, click on "Work In Process" — To locate the invoice after it has been saved, click on "Work In Process"

Step #21: Click on Incomplete, they will be sorted by vendor — Click on Incomplete, they will be sorted by vendor

Step #22: Click on "WinSupply Tigard" — Click on "WinSupply Tigard"

Step #23: You can now to back and update the invoice when Chris has entered the PO — You can now to back and update the invoice when Chris has entered the PO