Imported Invoices
COSTAR has the ability to receive fleet and general expense invoices and credit notes (not stock invoices) from a participating supplier that also uses COSTAR. Once set up, when the supplier processes an invoice or credit note in their system it will be sent directly into your COSTAR system for posting. Typically the document should be emailed to you and that is your notification to process your Supplier Imported Invoices.
Processing Supplier Imported Invoices
- From the Suppliers menu
- Click Imported Invoices
- Tick the Select tick box on the documents you wish to process, or click on All above Select. NOTE: all transactions selected will be posted to the same accounting month. if there are documents for multiple months it is best practice to tick and process the documents separately
- Click on Process
- Depending on the types of documents selected you may have both a PI and an OW batch to post
To Post the PI Batch
- From the Suppliers menu
- Click on AP Invoice Entry
- Tick the Post? box on the Import batch and Post to the appropriate month
To Post the OW Batch
- From the Costar menu click on Day End
- Click on Day End Accting Batches
- Tick the Post? box on the Rebill batch and Post to the appropriate month
Background Information
Supplier Imported Invoices are coded to general ledger (GL) codes in your system automatically when the Process button is pressed. To determine the correct GL code to use, first a translation must be set up between the code you will receive from the supplier and the GLs in your system. This is defined in:
- Suppliers
- Imported Invoices
- Setup
- Invoice Details G/L Assignments
Enter the Code that appears on the suppliers documentation and then simply enter the GL Account you want to have it coded to.
Because you may receive credit notes from suppliers as well, repeat the same codes in the SupplierCreditNote tab as well.
Note: For multi branched companies, repeat the codes and match up to each branches GL Account
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