{"id":25937,"date":"2025-12-08T18:48:07","date_gmt":"2025-12-08T17:48:07","guid":{"rendered":"https:\/\/support.serviceprotokoll.se\/?post_type=ht_kb&p=25937"},"modified":"2026-10-08T16:25:09","modified_gmt":"2026-10-08T14:25:09","slug":"supplier-invoices","status":"publish","type":"ht_kb","link":"https:\/\/support.serviceprotokoll.se\/en\/kb\/supplier-invoices\/","title":{"rendered":"Supplier invoices"},"content":{"rendered":"\n

Supplier invoices<\/strong> are found in the menu under Function<\/strong>.<\/p>\n\n

The feature is under development. A small cost per uploaded (interpreted) invoice may be added when development is complete.<\/p>\n\n

Here you can upload supplier invoices that you have received as PDFs and view supplier invoices that have arrived in your unique inbox. You can add them to orders or in a warehouse and submit the invoices to your financial and accounting system.<\/p>\n\n

If you don’t see the title in the menu, you don’t have permissions for the function. Contact someone who has admin permissions.<\/p>\n\n

Below the search box is the address of your group’s unique “mailbox” that you can provide to suppliers. Checks to see if new supplier invoices have arrived are run every five minutes.<\/p>\n\n

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Image 1. The home page for supplier invoices can be found under Function. This lists all invoices your suppliers have sent to your specific inbox or that you have uploaded.<\/figcaption><\/figure>\n\n

Depending on your permissions, you can Edit<\/em>, Attest, Assign, Add to order<\/em>, Add to storage <\/em>and Send supplier invoice to ERP.<\/em><\/p>\n\n

There are also Supplier Invoice settings<\/em> for approval authorization.<\/a><\/p>\n\n

Search supplier invoices<\/h3>\n\n
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Under the filter symbol, you can choose whether you want to see parsed and canceled invoices, attested, assigned …<\/p>\n<\/div>\n<\/div>\n\n

Upload supplier invoices<\/h3>\n\n
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Click on the upload symbol to upload invoices (pdf files). Select file from your computer.<\/p>\n\n\n\n

The invoice is read and information such as invoice number (name), date, articles, currency, etc. are entered.<\/p>\n<\/div>\n<\/div>\n\n

PDF’s you upload is attached under Documents<\/strong> with information about when it was uploaded and by whom.<\/p>\n\n

New supplier?<\/h4>\n\n

If a supplier invoice is received from a supplier that you do not have in your supplier register, you can set the supplier to be automatically added to your supplier register. The supplier’s name, organization number and any customer number are saved. However, the address, telephone number, email and bank details are not filled in.<\/p>\n\n

The setting is made in Supplier Invoice Settings – Auto create missing Supplier<\/em>. Admin permissions required.<\/p>\n\n

If there is an error on the supplier invoice<\/h4>\n\n

An invoice that cannot be processed securely will be displayed in a separate review queue. Click View<\/strong> to review and fill in\/change the missing information. You will receive information about what has stopped the invoice.<\/p>\n\n

You can in your account setting<\/a> select if you want a notification when there is a supplier invoice that has been stopped.<\/p>\n\n

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Image 2. When supplier invoices need to be reviewed, you will see this information.<\/figcaption><\/figure>\n\n

Concerning the articles<\/h3>\n\n

Articles from the supplier invoice are not added<\/strong> to your article register.<\/p>\n\n

If you need to change the information on an article, click Edit<\/strong>.<\/p>\n\n

If an article on an order is added by a supplier invoice, you will see the number on the article line under \u201cAdded by\u201d and can click the link to return to the delivery note.<\/p>\n\n

If you have the Article Setting “Update net\/gross from EDI”<\/h4>\n\n

If you in the Article setting<\/em> have chosen the option “Update prices from EDI” (net or gross) this will also affect articles from the supplier invoice. In the article history, you will see the supplier invoice number and can check from which supplier invoice the price was updated.<\/p>\n\n

Add to order<\/h3>\n\n

If you want to link the supplier invoice to an order, click Add to order<\/strong>. Search and select the order in the popup.<\/p>\n\n

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Image 3. Select the order to which the articles should be added.<\/figcaption><\/figure>\n\n

Select which articles to add to the order and click Create.<\/p>\n\n

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Image 4. Select articles or add only the total to the order<\/figcaption><\/figure>\n\n

If you select Total sum<\/strong>, the articles will not be listed on the order, but only the sum of all articles. The article number will then be “Sup. invoice” and under ADDED BY there is a link to the supplier invoice..<\/p>\n\n

Now you will see which order the items were ADDED TO<\/strong> and when (Article handling)<\/em>. Not assigned<\/em> means that the article has not been added to any order. You can also see how many articles have been added to orders or not assigned under the Articles heading.<\/p>\n\n

Parsed<\/strong> and Handled <\/strong>changes to Yes.<\/p>\n\n

Restore<\/h3>\n\n

If something goes wrong, you can click Resore<\/strong> and the entire process will roll back so you can correct the error.<\/p>\n\n

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Image 5. You can see in different ways that the invoice is interpreted and handled.<\/figcaption><\/figure>\n\n

Storage<\/h3>\n\n

If you want to add the articles to your storage, click Add to storage<\/strong>. Select the storage in the popup.<\/p>\n\n

A link to the storage is added under Delivery:<\/strong>. Click on the storage to complete the delivery and possibly remove items that should not be placed in the storage.<\/p>\n\n

Generate invoice<\/h3>\n\n

Click the Send supplier invoice to ERP<\/strong> button to submit the supplier invoice to the accounting program.<\/p>\n\n

Regarding supplier invoices and Fortnox<\/h3>\n\n

When a new supplier invoice arrives, service protocol looks up the supplier in Fortnox. The supplier must already exist in Fortnox and is matched first by supplier number and then by exact name. At the same time, the invoice number\/OCR is checked and the system links the lines to work orders, sales orders, service or purchase orders.<\/p>\n\n

When you click the “Send supplier invoice” button, any missing articles will be created.<\/p>\n\n

If there is a PDF, it is uploaded and linked to the invoice in Fortnox.<\/p>\n\n

The number that the supplier invoice receives in Fortnox is saved as an integration reference<\/strong> in Service Protocol.<\/p>\n\n

Credit invoices receive negative totals, VAT, and quantities.<\/p>\n\n

The setting in the Fortnox integration<\/em> under Send order\/invoice<\/strong> – “Include supplier invoice article rows” controls whether article lines are sent. Otherwise, the total amount, VAT, is sent.<\/p>\n\n

Permissions Supplier invoice<\/h3>\n\n

View, <\/span><\/em>