Purchase invoice processing in Koho – import, review and pass-through invoicing for customers

In addition to sales invoices, it is also possible to process purchase invoices in Koho. Purchase invoices can be found on the Invoices tab.

N.B! The purchase invoice function only works with certain financial management systems and requires separate activation from the Koho administrators. Please contact customer service if you would like to enable this feature.

Content of the instructions:

1. Searching for purchase invoices

2. List of suppliers

3. Supplier specific-processing methods

4. Purchase invoice processing

5. Manage rows

6. Defining the margin

7. Finalizing the purchase invoice

1. Searching for purchase invoices

• Automatic search: Koho retrieves purchase invoices every night from the financial management system.

• Manual search: You can search for purchase invoices by clicking the Fetch new invoices button.

2. List of suppliers

Use the Vendors button to specify how purchase invoices for each vendor are processed.

Suppliers are added to the supplier list as Koho retrieves purchase invoices from the financial management system.

3. Supplier-specific processing methods

A processing method can be selected for each vendor:

• Approval and pass-through invoicing: An approved invoice is invoiced to the customer.

• Approval and expense import: An approved invoice is imported to Koho as an expense.

• Approval only: Enter the approval information into the financial management system.

• Pass-through invoicing only: The invoice lines are invoiced directly to the customer.

• Expense import only: The costs of the lines are imported to Koho.

• No purchase invoice import: Vendor invoices are not imported to Koho.

4. Purchase invoice processing

The Unprocessed tab shows all purchase invoices imported to Koho. Clicking on the invoice opens its preview.

If the invoice has to be invoiced, allocate it to the right project.

5. Manage rows

• + Row: Add a new row.

• Copy project to other lines: Copy the project information from the first line to the other lines.

• Delete line: Using the Trash icon.

Information to specify for the row:

• Product

• Number of pieces

• Price (to be invoiced to the customer)

• Cost (paid by the company)

• Name

6. Defining the margin

You can set a margin for the invoice if the customer is charged more than the purchase price:

• Set profit %: Calculates the price based on the charge at the selected margin.

• Increase Prices: Increases the price by a selected percentage.

Enter the percentage and select the desired action.

7. Finalizing the purchase invoice

Once the purchase invoice has been reviewed and supplemented:

1. Save the purchase invoice.

2. Press Confirm.

Confirm Action:

• Moves the invoice to the Processed section

• Sends approval information to the financial management system (if enabled)

• If the invoice needs to be invoiced through, Koho creates a purchase invoice import task, and the entries are shown on the Uninvoiced tab ready to be invoiced to the customer

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