Under Voorraadbeheer → Inkoopfacturen (Stock management → Purchase invoices) you record the invoices from your suppliers. Beamcore compares every invoice with the order and with what was received according to the delivery notes: the three-way match. So before you pay, you see whether you are being invoiced for too much or at too high a price. Purchase invoices are part of the Houtvoorraad & Materiaalplanning (Timber stock & Material planning) add-on (€139 per month). Viewing requires the Bestellingen en leveringen bekijken (View orders and deliveries) permission; to add, approve and mark as paid you need Bestellen, documenten verwerken en ontvangst boeken (Order, process documents and book receipt).
Adding a purchase invoice
- Click Inkoopfactuur toevoegen (Add purchase invoice).
- Choose the Leverancier (Supplier) and enter the Factuurnummer (Invoice number), the Factuurdatum (Invoice date) and the Vervaldatum (Due date).
- Under Bestelnummer op de factuur (Order number on the invoice) enter the number the supplier mentions. If you leave Bestelling (Order) on Automatisch zoeken (Search automatically), Beamcore finds the order by this number or by the supplier reference.
- Enter the Bedrag excl. btw (Amount excl. VAT), the Btw (VAT) and the Totaal incl. btw (Total incl. VAT), and attach the invoice as a PDF or photo if you like.
- Under Factuurregels (Invoice lines) add the quantity and the price per piece excl. VAT for each item.
- Click Opslaan en matchen (Save and match).
An invoice number from the same supplier that is already in Beamcore is refused.
Reading the three-way match
Open the invoice to see the Drieweg-match (Three-way match) block. For each item you see invoiced, invoiced before, ordered, received, the price on the invoice and the price on the order side by side. Below that Beamcore compares the amounts: the invoice excl. VAT, the sum of the lines and the amount according to the order. Each deviation is listed as a sentence under Afwijkingen (Deviations), for example when more was invoiced than received or the price is higher than ordered.
The invoice gets a status: Geen bestelling (No order), Klopt (Correct), Afwijkingen (Deviations), Goedgekeurd (Approved) or Afgewezen (Rejected). If you change the details or a delivery note comes in, click Opnieuw matchen (Match again). With Toleranties (Tolerances) you set which Prijsverschil per stuk (%) (Price difference per piece, %) and which Verschil in bedrag (euro) (Difference in amount, euro) does not count as a deviation. By default every difference counts.
Approving or rejecting
Click Goedkeuren (Approve) when the invoice is correct. If there are deviations or no order belongs to it, a Toelichting (Explanation) is required. With Afwijzen (Reject) you give a reason. A decision is fixed. Besluit terugdraaien (Undo decision) matches the invoice again and lets you change it.
Keeping track of the payment status
An approved invoice has a payment status: Open, Deels betaald (Partly paid) or Betaald (Paid). The Nog te betalen (Still to pay) tile shows the outstanding amount incl. VAT and how many invoices are past their due date. The Nog te betalen (Still to pay) filter shows which invoices they are.
- With the accounting integration: with the Boekhoudkoppeling (Accounting integration) add-on (€29 per month) and automatic sending switched on, an approved invoice goes to your accounting package together with the supplier. You can also send it yourself with Naar boekhouding sturen (Send to accounting). After that the payment status comes back automatically; Betaalstatus ophalen (Fetch payment status) requests it right away. At the moment only the Moneybird integration can receive purchase invoices.
- Without the integration: use Op betaald zetten (Mark as paid) to mark the invoice as paid yourself, with the payment date. That date cannot be in the future. Weer op open zetten (Set back to open) undoes it.
An invoice that is already in accounting or (partly) paid can no longer be reopened or deleted.