Add an invoice
Add an invoice whenever a vendor’s bill comes in, so it counts toward what you owe. Start from the place the bill belongs and Flex CMMS fills in part of the form.
Who can do this: Admin, Manager
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In the sidebar under Finance, select Invoices, then Add Invoice.
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Choose the Facility. If you change it, the vendor, project, bid and work order are cleared.
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Choose a Cost type: Project, Operating or Maintenance.
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Choose the Vendor, or type a new name and add it. A warning appears if the vendor’s insurance or W-9 needs attention, but you can still save.
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Fill in the links for the cost type, as listed below.
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Choose a Purchase order if this bill draws on one.
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Enter the Invoice #, Amount, Invoice date, Due date and Date received. Only the amount is required, and it must be more than $0.
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Add a Description of what the invoice covers, and any Internal notes.
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Under Invoice documents, select Add files to attach the bill.
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Select Save invoice.
The invoice starts as Received. You can pick another Status in the form, such as Approved.
Links for each cost type
Section titled “Links for each cost type”| Cost type | Fields |
|---|---|
| Project | Project is required. Bid is optional and lists this vendor’s bids on the project. |
| Operating | Service agreement is optional. If you choose one, Billing period is required. |
| Maintenance | Maintenance (Preventive or Reactive) is required. Work order and Service agreement are optional. |
The project, work order, agreement and purchase order must all be at the invoice’s facility. Lists only show what matches.
- A service agreement must have the same vendor and cost type as the invoice. For maintenance, it must also be the same kind, preventive or reactive.
- A billing period can have only one invoice, not counting void ones.
- A purchase order must be Approved or Sent, with the same vendor and cost type. If the PO is for a project, the invoice must be for that project too.
If you change the vendor or cost type, the service agreement and purchase order are cleared, because they have to match.
Quicker ways to start
Section titled “Quicker ways to start”These start from the right place and lock the fields that have to match:
- From a project: on the project’s Invoices tab, select Add invoice. The project is filled in.
- From a service agreement: select Add invoice on a billing period. See Record a bill for a billing period.
- From a purchase order: on an Approved or Sent PO, select Add invoice. See Send, bill and close a purchase order.
Edit an invoice
Section titled “Edit an invoice”Open the invoice, scroll to Invoice details, make your changes and select Save changes.
You can’t move an invoice to another facility, and you can’t lower the amount below what’s already been paid. To change an invoice’s project or cost type, open it from the Invoices page. Those fields are locked when you open it from a project.