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Purchase to Pay Process
Manage all company purchasing activities, such as the purchase of products and services up to their final payment.
Purchase Order
You can create an external or an internal purchase order.
External Purchase Order
Manage your purchases made from external suppliers.
External Purchase Invoice
You need to enter the details of the invoice received for your external purchase, link it to the purchase order and match the lines of the purchase order with the ones of the invoice.
Matching the Purchase Order Lines to the Invoice Lines
Invoice and Purchase Order Discrepancies
In case you have differences between your invoice and your purchase order receipt, you have to search why.
A quantity in your purchase order has not been received
The correct process is to wait until the full reception before registering the invoice.

Purchase to Pay Process
Manage all company purchasing activities, such as the purchase of products and services up to their final payment.
- Purchase Order
  You can create an external or an internal purchase order.
  - External Purchase Order
    Manage your purchases made from external suppliers.
    - Creating an External Purchase Order
    - Changing the Purchase Order Status to Released
      Once your lines with all the product(s) that you want to buy have been created, you can release your purchase order.
    - Printing a Purchase Order
      If you want to print a document for your supplier, you can print an order.
    - Changing the Status to Confirmed
      If your supplier confirm the purchase order and/or a date of delivery, you can update your purchase order information.
    - Adding Landed Costs to a Purchase Order
      Perform this process to include to a purchase order the total expense associated with the shipping of a product (such as freight costs, duties, customs, etc.).
    - Creating a Receipt
      After the reception of the delivery from your supplier, you need to receive and register the order.
    - Canceling a Receipt
    - External Purchase Invoice
      You need to enter the details of the invoice received for your external purchase, link it to the purchase order and match the lines of the purchase order with the ones of the invoice.
      - Adding the External Purchase Invoice
        You need to add to the order the details of the invoice received from the external supplier.
      - Adding an Attachment to the External Purchase Invoice
        You need to add a document like the picture of the scanned invoice to complete the creation of the Manual Supplier Invoice.
      - Matching the Purchase Order Lines to the Invoice Lines
        Invoice and Purchase Order Discrepancies
        In case you have differences between your invoice and your purchase order receipt, you have to search why.
        The balance is negative or positive
        You have a price issue, you must adjust the price.
        The lines did not match automatically
        In case of complex matching, you can open a specific page to match correctly your received lines.
        A cost is missing in the purchase order lines
        You want to add an additional cost.
        An inventory part is missing in the purchase order
        You need to add an inventory part in your purchase order. This process must be an exceptional case and always need to be confirmed with the responsible of the initial purchase order.
        A quantity in your purchase order has not been received
        The correct process is to wait until the full reception before registering the invoice.
        You have different taxation
        You have differences between your invoice and your purchase order tax code.
        You have a currency variance or currency rounding issue
        Matching an Invoice with Several Purchase Order Lines
    - Adding an Attachment to a Purchase Order
      You can add external documents to the purchase order.
    - Creating a Purchase Order Template
      If you frequently create purchase orders with the same items, you can use a template to automatically fill in a new purchase order.
- Financial Invoice
  Register a supplier financial invoice, which is an invoice from a supplier that do not made a purchase order.
- Allocating an Invoice to Several Periods
  If your invoice covers a service that do not concern only one period of a month, you can allocate the charge on several periods.
- Approving the Invoice
- Posting the Final Invoice
  Once approved, the invoice can be posted in the system.
- Specific Supplier Invoices
- Registering a Financial Credit Note
  If your supplier make an error in the financial invoice, he needs to send you a credit note. You need to register this credit note as a new invoice.
- Supplier Payment Proposal and Payment Order
  To generate a payment from IFS Cloud directly, you need to use a payment proposal process and then validate the payment order.
- Mixed Payment for Supplier
  Create a mixed payment if you paid the supplier without using IFS Cloud automatic payment process.
- Rolling Back a Supplier Payment
  Follow this process in case you need to return to a previous state of a supplier payment proposal or a mixed payment and/or analyze what you paid.
- Creating a Supplier Settlement
  If you did not already settle your supplier payment(s) with the corresponding invoice(s) in the mixed payment process or for a payment proposal, you need to do a settlement.
- Statistics and Reporting

A quantity in your purchase order has not been received

The correct process is to wait until the full reception before registering the invoice.

Condition

The quantity or parts are not received but exists in the purchase order.

Remedy

You need to confirm within your company if your system is up to date regarding reception.
In case the invoice is not correct from the supplier: you have to receive a credit note from him, in order to register the invoice and the credit note at the same time.
In case your receive the part after the invoice has been initialized, there is a background job that can be configured to detect the reception and match automatically with the invoice. This action can be done manually in the page Match Invoices with New PO Receipts.