Once a delivery has been received, you record the supplier's invoice against it. This completes the purchasing trail and, if Xero is connected, creates the bill in Xero on the next sync.
Recording an invoice
Open the purchase order and find the received delivery.
Click the tick icon on the delivery header. It only appears on a Received delivery with no invoice yet.
Fill in the Add Invoice Number form.
Click the tick to save.
Field | What to enter |
Invoice # | The supplier's invoice number. Required. |
Date | The invoice date. Defaults to today. |
Subtotal | The delivery's net value. Read-only. |
Total VAT | Pre-filled with the calculated tax. If the supplier's figure differs slightly because of rounding, type the supplier's figure. Omono stores the difference as a tax adjustment so the bill matches the invoice exactly. The label follows any tax name set in Settings → App → Internationalisation. |
Total (GBP) | Subtotal plus tax, labelled with the PO's currency. Read-only. |
Invoice Unavailable | Tick if the supplier will not issue an invoice. See below. |
The delivery header now shows Invoice # and the number in place of the status dropdown. A note on the PO records who posted the invoice.
Invoice unavailable
If the supplier will not issue an invoice, for example for a free replacement, click the tick icon on the delivery, tick Invoice Unavailable and save. The delivery is left off the Outstanding Purchase Order Invoices report and is never sent to Xero. It is not frozen: you can still change its status or edit it.
If the invoice arrives later, click the tick icon again, untick Invoice Unavailable, fill in the invoice details and save. The delivery is then treated like any other invoiced delivery. Invoice Unavailable cannot be unticked on its own: recording the real invoice is what clears it.
What invoicing locks
The delivery
Only the invoice number and the star remain in the header. You can no longer change the delivery's status, quantities, date or serial numbers, or delete it.
The PO lines on the delivery
Only Quantity can still change. Description, Tag #, Price, Purchase Analysis and VAT Rate are locked. The quantity cannot go below what is already booked onto deliveries.
The purchase order
As soon as any delivery is invoiced, the Exchange Rate on the PO form is locked.
Once every delivery is invoiced and nothing is outstanding, the edit icons on the line item cards disappear too. The header Edit button and Add Line Item still work. Adding a line reopens a complete PO so you can book in and invoice the extra goods.
A PO with an Invoice Unavailable delivery stays editable, because the order only locks once every delivery has an invoice number. Recording an invoice does not change the PO status: a PO reads Complete as soon as every line is received, invoice or not.
Fixing mistakes
I recorded the wrong invoice number, date or VAT
You cannot edit or remove a supplier invoice once it is recorded. Check Invoice #, Date and Total VAT before you save. If a mistake has been saved, contact us through the chat with the purchase order number, the delivery number and the correct details. If the bill has already reached Xero, correct it there as well.
The supplier's price differs from the purchase order
Open the purchase order line and change Price before you record the invoice. The delivery total and the Xero bill both use the PO line price. The lock is per line: once any delivery carrying the line is invoiced, its Price cannot change, so a later delivery of the same line cannot be matched this way. On the invoice form you can only adjust Total VAT.
Returning goods to a supplier
Omono has no supplier credit note and no return-to-supplier document.
Before the supplier invoice is recorded. Click the edit icon on the delivery, reduce the Qty of the returned line and save. In Stock goes down and the quantity returns to On Order, so a replacement can be received later. If nothing is being replaced, also reduce the PO line Quantity so the order completes. See Receiving deliveries.
After the supplier invoice is recorded. The delivery is locked. Do a Stocktake on the item to remove the returned quantity, write the reason in the item's Notes, and record the supplier's credit note in Xero. See Stock levels, stocktakes and reordering.
Chasing missing invoices
The Outstanding Purchase Order Invoices report lists every received delivery with no invoice recorded and not marked Invoice Unavailable. See Purchasing reports. To find the purchase order for an invoice you are holding, use the Invoice # filter under Advanced on the Purchase Orders screen. It finds every invoice number that starts with what you type (capitals do not matter), so type the whole number to narrow the list; if the number contains a space, type only the part before or after it. Tick Complete in Status too, since the default filter hides complete purchase orders.
Xero
When Xero is connected, the next sync sends every invoiced delivery to Xero as a bill.
Xero field | Taken from |
Contact | The supplier. If it is not in Xero yet, Omono adds it as a contact earlier in the same sync. If Xero has not accepted the supplier, the bill waits and is sent on the first sync after the problem is fixed. |
Reference | The supplier's Invoice # followed by the delivery number, for example |
Date | The Date on the invoice form. |
Due date | From the supplier's Terms (Bill) on the company form. |
Lines | One per delivery line, in PO order, with the quantity received and the PO line price. The account comes from the line's Purchase Analysis code mapping and the tax type from its VAT Rate mapping. |
Tax adjustment | If you changed Total VAT to match the supplier's figure, a Tax Rounding Adjustment line for the difference is posted to Xero's rounding account. |
Currency | The supplier's currency and the Exchange Rate on the PO. |
Status | The Default Bill Status in the Xero settings: Draft, Submitted or Authorised. |
The bill links back to the purchase order in Omono. A zero-value delivery is skipped when the default bill status is Authorised, because Xero rejects zero-value authorised bills. It is never sent later, even if you change the setting; raise it in Xero by hand. A delivery marked Invoice Unavailable is never sent. Every bill sent, refused or skipped is listed in the Sync Log with the reason. See Connecting Omono to Xero.