How do I allocate invoices manually?

Invoice Allocation Process with Orders and Delivery Notes

Automatic Allocation (Ubyquo's default)

By default, Ubyquo automatically allocates supplier invoices to purchase documents (purchase orders, delivery notes or purchase invoices), using the following criteria:

• Supplier's CIF
• Invoice total amount

If a single match is found, the system will automatically allocate the supplier invoice to the purchase documents.

If several combinations are possible or no associated purchase documents are found, the system will show the “I” (Imputación, i.e. allocation) column in red, indicating that manual intervention is needed.

Manual Allocation Process

• Select the supplier invoices whose allocation is shown in red.
• The allocation window will open, with two panels:
• — Left: Preview of the supplier invoice.
• — Right: The supplier's possible purchase documents (delivery notes, purchase orders, etc.).
• Select the matching purchase documents (usually delivery notes) and click “Imputar” (Allocate).
• Check the indicators:
• — If the amounts match, the “I” column will change from orange to green.
• — If there is a mismatch, the “I” column will stay orange, and the “Descuadre” (Mismatch) column will show the difference.
• Once the documents are allocated, close the window.
  The “I” column in the list will change from red to yellow, indicating that the allocation is pending invoicing.

Generating the Invoice in the ERP

• Select the invoices with the “I” column in yellow.
• Click “Generar factura ERP” (Generate ERP invoice).
  Ubyquo will send the data to Sage to automatically generate the purchase invoice (ERP invoice) with the allocated documents.