Orders and Delivery Notes manual

How the Orders & Delivery Notes module works in Ubyquo

Adding Invoices

• Go to the Documents module.
• Select the company and fiscal year you are going to work in.
• Select the process you are going to use: purchase order, delivery note or contract, as appropriate.
• Go to the “sin pedido” (no purchase order) line.
• Click “Añadir Facturas” (Add Invoices) (at the top of the documents area).
• In the pop-up window:
• — Select the invoice type.
• — Add the analytics if needed.
• — The remaining fields will be filled in automatically with the company's data.
• The invoice will appear in the documents GRID (right-hand area).
• Select the invoices and click “Procesar Facturas” (Process Invoices) to send them to automatic extraction.

Allocating against a delivery note, generating the journal entry and posting

• Once the invoices leave the “En proceso” (In process) area, go to:
  Invoices module “Por contabilizar” (To be posted)
• Check the status of the columns:
• — If the data column (D) is red or yellow, check “Info Validación” (Validation Info) to see the error.
• — If the Imputación (Allocation) column (I) is red, several cases are possible:
• — There is no delivery note to allocate against. Check the expedientes (case files) column.
• — Several delivery notes from the same supplier with the same amount.
• — Differences between the values on the delivery note and the invoice.
• If any of the cases above occurs:
• — Click “Imputar” (Allocate) (at the top) to manually allocate the invoice against its delivery note.
• When the dot in the Imputación column is yellow:
• — Click “Generar Factura ERP” (Generate ERP Invoice) to create a purchase invoice based on the delivery note.
• — A journal entry will also be proposed.
• When the ERP invoice is generated:
• — The Imputación dot will change to green.
• — The Factura ERP column will show the number of the purchase invoice generated.
• When the dots for:
• — Datos (D) (Data),
• — Imputación (I) (Allocation),
• — and Asiento (A) (Journal entry) are green
  you can click “Verificar antes de contabilizar” (Verify before posting).
• After verifying:
• — The dot in the Verificación column will also turn green.

Note: If any of the 3 dots above is not green, the invoice cannot be verified.

Exporting the Invoice

• When everything is green, click Exportar (Export):
• — The purchase invoice and the delivery note are posted in Sage.
• — A journal entry is created in Sage.
• — A copy of the invoice and the journal entry is saved in Ubyquo's Contabilidad (Accounting) area.