Supplier invoices and actual charges on a job

This article explains how supplier invoices become actual charges on a job, so their costs show in your job costing and back costing. It also covers markup, duplicate invoice numbers, multi-line and GST-free supplier invoices, fixing an invoice entered against the wrong job, credit note errors and finding the Import option on a job's charges.

Why don't my supplier invoices show in the back costing report?

A supplier invoice is a record of the bill. The actual charge is what flows through to job costing and invoicing, and it's the charge that appears as a cost in your back costing. If a supplier invoice hasn't created an actual charge, its cost won't show in the back costing report.

Whether a charge is created depends on how the supplier invoice was entered:

• Bills synced from Xero automatically create charges against the job. See Importing Bills from Xero into NextMinute.
• Supplier invoices imported by file upload also create charges automatically. See Import Supplier Invoices using CSV file.
• Quick Add creates a charge when you tick Create Actual Charges. See Quick Add - Supplier Invoice from within Job.
• Blank supplier invoices with manually entered line items don't create charges automatically. You need to import them into Charges.

If a supplier invoice hasn't created a charge, follow the steps in the next question to add it to the job's charges.

Note: the Import from Xero option only appears for users with Admin-level permissions.

How do I add an existing supplier invoice to the job's actual charges?

You can do this after the supplier invoice has been saved.

1. Open the job (or task) you want the costs against.
2. Go to Charges.
3. Click Import Items.
4. Select Supplier Invoices.
5. Choose the supplier invoice(s) you want to import and click OK.

The supplier invoice is then added as an actual charge, so it appears in your costs and back costing reports.

If a supplier invoice isn't in the list, the most common reason is that it has already been imported. Invoices that have already been imported don't show in the list again. If that isn't the case, send support the invoice numbers or screenshots so the team can investigate.

Why does the markup on a new supplier invoice come from a different job?

The markup that fills in when you add a new supplier invoice is taken from the last supplier invoice you entered. It doesn't automatically pull through the markup set for that job.

There isn't currently a way to set a fixed markup that applies automatically to each job.

Can I use the same supplier invoice number on more than one job?

Yes. When you're splitting one supplier invoice across several jobs, you can use the same supplier invoice number on each, provided you're not syncing these supplier invoices to Xero.

NextMinute is fine with multiple supplier invoices having the same invoice number, so you don't need to add a suffix such as ".1". Just keep in mind that if you search for a supplier invoice by that number, more than one result may come up.

If a supplier sends two invoices that you want to enter as one supplier invoice, enter both invoice numbers in the invoice number field if possible, and add a note explaining that the two invoices relate to the same supplier invoice.

How do I enter a supplier invoice with multiple line items or quantities?

Quick Add is best for single-line invoices. To record separate line items or quantities:

1. Go to Supplier Invoices > Add > Blank Supplier Invoice.
2. Manually add each line item, including quantities and individual prices, so it matches your supplier's invoice.
3. When you've finished entering everything, go to Job > Charges > Import Items > Supplier Invoices.
4. Select the supplier invoice(s) you'd like to import. NextMinute will create the actual charges against the job.

Line items entered manually don't create charges automatically, so step 3 is essential.

I changed the amount on a saved supplier invoice, but the charge didn't update. What should I do?

The charge is what flows through to job costing and invoicing, so as long as the amount is corrected on the charge, that's the important one.

1. Open the job and go to Charges.
2. Select the charge you need to change.
3. Edit the amount.

The Buy Price is your actual internal cost. The Sell Price is what the customer is charged. To change what the customer is charged, update the Sell Price directly.

To attach a PDF of the original bill after saving, open the supplier invoice and select More > Files, then select Add and upload the file. This is also where you can view files already attached to the supplier invoice. See Attach files to Quotes, Invoices, Supplier Invoices or Orders.

A supplier invoice was entered or synced against the wrong job. How do I fix it?

You have two options.

Option 1: Move the charges only

Follow How to move Charges from one Job/Task to another. The charge moves across, so the costs sit against the correct job.

The original supplier invoice record stays on the first job. Most people simply delete the supplier invoice from the original job once the charge has been moved.

Option 2: Delete and re-import (keeps the supplier invoice on the correct job)

1. Open the supplier invoice on the wrong job.
2. If it was imported from Xero, select More > Mark as Unsynced.
3. Select More > Delete Invoice.
4. Open the job and go to Charges, then switch to Sections View.
5. Tick the charge(s) using the checkbox on the right.
6. Select Selected Items > Delete.
7. Re-import the supplier invoice directly into the correct job.

How do I enter a GST-free supplier invoice?

1. Go to Supplier Invoices > Add > Blank Supplier Invoice.
2. On the invoice builder page, click View Options.
3. In the line items, update the Tax Rate column to 0%.
4. The total at the bottom will then show 0 GST included.

See also How is GST calculated on line items in NextMinute?.

Why do I get a validation error when adding a credit note to an invoice?

Check for these two things:

• The credit is more than the invoice total. You can't credit an invoice into a negative amount. If you want to credit the entire invoice, the invoice total needs to be at least the credit amount first.
• The invoice is already marked as paid. You can't credit an invoice that has been marked as paid. Remove the payment first.

To remove a payment from an invoice:

1. Open the invoice and scroll down to the invoice totals section.
2. Click the Less Payments date.
3. Select Delete at the top.

Then add the credit note by selecting More > Add Credit Note. See Add Payment & Credit Note to Invoice.

Where is the Import option on a job's charges?

The Import Items option is available in the Summary View of Charges. If your charges open in a different view, switch to Summary View.

To make Summary View your default:

1. Click the cog wheel on the navigation panel, just below the NextMinute logo.
2. In the settings panel, change the default view for Charges to Summary View.