Icon

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.

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."

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

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

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

Add a shortcut key for purchase orders.

3
Type "WinSupply+ Enter"

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

4
Type "250404-od"
5
Click on "250404 - OD"
Step #5: Click on "250404 - OD"

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

7
Copy the Invoice Number to paste in your email subject line
Step #7: Copy the Invoice Number to paste in your email subject line
8
Click the paper airplane to open an email which automatically attaches the invoice
Step #8: Click the paper airplane to open an email which automatically attaches the invoice
9
Click on "Send"
Step #9: Click on "Send"
10
Sometimes you need to click on your email icon to allow the email window to pop up
Step #10: Sometimes you need to click on your email icon to allow the email window to pop up
11
Click here
Step #11: Click here
12
It sometimes hides behind the other Paperless screen, drag so that you can see the email box
Step #12: It sometimes hides behind the other Paperless screen, drag so that you can see the email box
13
Send the email to the PO writer, add a short note letting them know the PO is not in Sage
Step #13: Send the email to the PO writer, add a short note letting them know the PO is not in Sage
14
Most invoices include the Purchaser name
Step #14: Most invoices include the Purchaser name
15
Always use the Invoice number as the subject, otherwise it is very difficult to locate later if needed.
Step #15: Always use the Invoice number as the subject, otherwise it is very difficult to locate later if needed.
16
Type your message: "I don't see this PO in Sage."
17
Keep it short and to the point.
Step #17: Keep it short and to the point.
18
Send
Step #18: Send
19
Click on "New Invoice and select "Yes" when the dialogue box asks if you want to save your changes to the invoice.
Step #19: Click on "New Invoice and select "Yes" when the dialogue box asks if you want to save your changes to the invoice.
20
To locate the invoice after it has been saved, click on "Work In Process"
Step #20: To locate the invoice after it has been saved, click on "Work In Process"
21
Click on Incomplete, they will be sorted by vendor
Step #21: Click on Incomplete, they will be sorted by vendor
22
Click on "WinSupply Tigard"
Step #22: Click on "WinSupply Tigard"
23
You can now to back and update the invoice when Chris has entered the PO
Step #23: You can now to back and update the invoice when Chris has entered the PO