The Invoice Receipts module records supplier invoices for Accounts Payable (AP) processing in GEMS ERP. It completes the 3-Way Match process by reconciling the Purchase Order (PO), Goods Receipt (GR), and Supplier Invoice before an invoice is approved for payment.

The module automatically retrieves Purchase Order and Goods Receipt information, validates invoice quantities, prices, and values against configured tolerance limits, calculates taxes and payable amounts, and ensures all mandatory supporting documents are available before posting the invoice. Once posted, the Invoice Receipt becomes a permanent financial record and is ready for payment processing.

Purpose

The Invoice Receipts module enables your organisation to:

• Record supplier invoices for Accounts Payable.
• Complete the Purchase Order, Goods Receipt, and Invoice 3-Way Match process.
• Prevent duplicate or incorrect supplier payments.
• Validate invoice quantities, prices, and values.
• Calculate taxes and total payable amounts automatically.
• Capture payment and accounting information.
• Manage supporting invoice documents.
• Prepare approved invoices for payment processing.

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Procurement & Logistics → Invoice Receipts

Key Features

The Invoice Receipts module provides the following capabilities:

• Goods Receipt reference selection
• Automatic Purchase Order and Supplier information
• Supplier invoice recording
• Tax calculation
• Payment terms management
• General Ledger assignment
• 3-Way Matching
• Quantity and price variance analysis
• Document checklist management
• Supporting document attachments
• Draft and Posted lifecycle
• Accounts Payable integration

Screen Overview

The Invoice Receipt screen allows Accounts Payable users to record supplier invoices, validate invoice details, reconcile invoice values with Goods Receipts and Purchase Orders, and complete invoice approval.

The transaction consists of several sections.

Section	Description
Invoice Information	Captures supplier invoice details, invoice dates, invoice type, currency, invoice amount, and tax information.
Supplier Details	Displays supplier information and internal business entity details.
Payment & GL	Captures payment terms, payment method, AP General Ledger account, and accounting dimensions.
Line Items	Displays Goods Receipt line items and allows invoice quantity verification.
3-Way Matching	Compares Purchase Order, Goods Receipt, and Invoice values within configured tolerance limits.
Documents & Summary	Records mandatory document checklist items, attachments, and displays the invoice summary before posting.

Data Model

The Invoice Receipt transaction consists of an Invoice Header together with one or more invoice line items that reference Goods Receipts and Purchase Orders.

Invoice Receipt Header

The Invoice Header stores the overall supplier invoice and payment information.

Information Stored

Category	Information
Invoice Information	Invoice Receipt Number, Supplier Invoice Number, Invoice Type, Status
Supplier Information	Supplier ID, Supplier Name, Contact Details
Purchase Information	Reference Purchase Order Number, Goods Receipt Reference
Financial Information	Currency, Exchange Rate, Invoice Amount (Pre-Tax), Total Tax Amount, Invoice Total
Payment Information	Payment Terms, Due Date, Payment Method
Accounting Information	AP Accountant, AP GL Account, Business Entity, MFU
Audit Information	Created By, Created Date, Updated By, Updated Date

Invoice Line Items

Each Invoice Receipt contains one or more invoice line items.

Each line stores:

• Product details
• Goods Receipt quantity
• Invoice quantity
• Unit price
• Line amount
• Quantity variance
• Price variance
• Value variance

The system compares each invoice line with the corresponding Goods Receipt and Purchase Order to determine whether the invoice satisfies the configured 3-Way Matching tolerances.

Entity Relationship

Invoice Receipt
│
├── Purchase Order
├── Goods Receipt
├── Supplier
├── Invoice Line Items
├── Tax Components
├── General Ledger
├── Business Entity
└── Accounts Payable

The Invoice Receipt references Purchase Orders and Goods Receipts, records supplier billing information, performs 3-Way Matching, and creates the financial record used for Accounts Payable processing.

Status Lifecycle

An Invoice Receipt progresses through the following statuses:

Status	Description
Draft	The invoice has been created and saved but has not yet been posted.
Posted	The invoice has successfully completed validation and 3-Way Matching and is ready for Accounts Payable payment processing.

Once an Invoice Receipt is Posted, it becomes read-only and cannot be edited or deleted.

How It Works

The Invoice Receipt process generally follows these steps:

1. Navigate to the Invoice Receipts module.
2. Create a new Invoice Receipt.
3. Select the relevant Goods Receipt.
4. Review the automatically populated Purchase Order and Supplier details.
5. Enter supplier invoice information.
6. Review tax calculations.
7. Confirm supplier and internal business entity information.
8. Enter payment and General Ledger details.
9. Review invoice quantities and line items.
10. Perform the 3-Way Match review.
11. Complete the mandatory document checklist.
12. Upload supporting documents.
13. Save the transaction as Draft.
14. Review the invoice.
15. Post the Invoice Receipt.
16. The system finalises validation and makes the invoice available for Accounts Payable payment processing.

Business Benefits

Using the Invoice Receipts module helps organisations to:

• Improve Accounts Payable accuracy.
• Prevent duplicate supplier payments.
• Reduce invoice processing errors.
• Enforce Purchase Order compliance.
• Validate supplier invoices automatically.
• Improve financial control through 3-Way Matching.
• Ensure mandatory supporting documentation is available.
• Maintain complete financial audit records.

Best Practices

• Always select the correct Goods Receipt before recording the invoice.
• Verify supplier invoice numbers carefully to avoid duplicate entries.
• Review invoice quantities against Goods Receipt quantities.
• Confirm tax calculations before posting.
• Complete all mandatory payment and accounting information.
• Ensure all required supporting documents are uploaded.
• Review the 3-Way Match status before posting.
• Save invoices as Draft when additional verification is required.
• Post invoices only after all validations have been successfully completed.

Next Steps

The Invoice Receipts module includes the following functional areas, each documented separately in the User Guide:

1. Invoice Receipt List
2. Create Invoice Receipt
3. Goods Receipt Selection
4. Invoice Information
5. Supplier Details
6. Payment & GL
7. Line Item Management
8. 3-Way Matching
9. Document Checklist
10. Attachments
11. Save as Draft
12. Post Invoice Receipt
13. View Invoice Receipt

Each section explains how to create, validate, reconcile, and post supplier invoices within GEMS ERP while ensuring accurate Accounts Payable processing through the 3-Way Matching process.