Supplier invoices are where you check a supplier’s bill against the cost of the missions and trade orders it belongs to, then approve it, reject it, or move it on toward booking and payment.
You find the list under Billing → Supplier Invoices. This guide walks through it step by step.
In Short
Open Billing → Supplier Invoices.
Use Incoming for invoices to review, and Handled for invoices that have moved on.
Import a PDF or an email file, or receive invoices at the address in organization settings.
Open the invoice, set the supplier, connect each article group to a completed mission or trade order, and click Save.
Click Approve or Reject. Confirm if warnings are still showing, then move an approved invoice on, or send a rejection email.
Opening the list
Go to Billing → Supplier Invoices.
The page has two tabs:
Incoming — invoices still being reviewed.
Handled — invoices that have moved on, for example to booked, paid, or discarded.
Across the top, three cards summarize the invoices your filters currently show:
Invoiced — the total billed.
Matched — the cost of the connected missions and trade orders.
Deviation — the difference between those amounts.
Each row is one invoice. Which columns to show can be configured in the table settings.
Tip: Click a supplier name to open that contact. Click a reference to open the mission or trade order.
Exporting
Click Export to download the invoices currently shown, with your filters applied, as an Excel file.
Finding an invoice
Use the controls above the table:
Search — free text.
Status — limit the list to the statuses you want.
More — includes Recently imported, for invoices that just came in.
On Handled, a date range for the period you want to review.
Incoming has search, status, and More. The date range is on Handled.
Importing a file
You can drop a file straight onto the list when a supplier sends a PDF or an email file.
On Supplier Invoices, click Import supplier invoice, or drop a PDF or an email file onto that area. You can select more than one file.
The area shows Importing while the file is read.
The invoice appears on Incoming when the import finishes. If it takes a while, a message tells you the import is still processing, and the invoice shows up when it is done.
Tip: To receive invoices by email, copy Supplier invoice email address under Organization → Settings. See Setting Up Supplier Invoices (Organization Settings).
Reviewing an invoice
Click the row.
The invoice number is at the top, with the status steps beside it. A Credited marker means Fortnox has credited the invoice, in part or in full. Summary cards show Excl. VAT, VAT, Total, and Deviation.
On the left:
Information — Information about the invoice extracted at import and can be edited.
Payment details — Details about payment, read from the invoice and cannot be edited.
Articles — Articles extracted from the invoice and grouped by mission or trade order.
On the right, the original file. Use the arrows when there is more than one file, and the download icon to save a copy.
A yellow warning at the top means something does not meet your requirements. Typical warnings are an amount outside tolerance, payment terms or account numbers that do not match, a receiver address that does not match your organization, a missing proof of delivery, an invoice number that already exists, or a missing supplier. Read the warning before you approve. The checks themselves are set under organization settings.
While the status is Pending you can correct Supplier, Invoice reference, and OCR. References stay editable on Pending and Rejected, and lock once the invoice is Approved or has moved further. Click Save. Undo drops unsaved changes after you confirm.
Tip: Internal notes can be edited at any time, in any status.
Matching a mission or trade order
Matched and Deviation come from the mission or trade order you connect on each article group.
Import tries to fill this in already. In the normal case a mission or trade order is already connected. You can still change it here.
On the article row, click References.
Search for the mission or trade order.
Select a completed one. An option marked Mission not completed or Trade order not completed cannot be selected.
Click Save.
The row then shows the matched cost and the deviation. A warning icon on the deviation means Within tolerance, Outside tolerance, or Missing conversion rate. Tolerance is set on the organization, or on the supplier’s contact when you have filled one in there.
To clear a reference, click the close icon on that row and save again.
When the invoiced amount and the matched cost differ, an icon can appear beside the row. Its tooltip is Apply difference to connected mission or trade order. Better Truckin' adds the difference as a cost on that mission or trade order, so the matched amount catches up. You can apply the difference at any time, in any status, as long as the invoice is not discarded.
Approving and moving the invoice to handled
From Pending, click Approve or Reject.
If the invoice still has warnings, Approve invoice? lists them. Click Approve only when you want to continue anyway.
After approval, the next actions follow the status:
Move to unbooked
Move to booked
Without Fortnox: Pay, then Set to paid
The supplier needs an organization number or VAT number that matches one supplier in Fortnox. A warning tells you when none is found, or when more than one matches.
From Rejected you can Approve again, Discard, or send a rejection email (next section). Discard is also available from Unbooked.
Where Approve lands depends on Approval target status in your settings. It can stop at Approved, or go straight on to Unbooked or Booked. Invoices that meet your rules can also be approved or rejected on their own. Both are set up in Setting Up Supplier Invoices (Organization Settings).
Reversing the cost reservation
Moving the invoice to Booked reverses the cost reservation in Fortnox on each connected mission or trade order that still has one. The reservation was a placeholder for that cost. The booked supplier invoice takes its place.
On a mission, the reserved carrier costs are reversed together (costs that originates from the carrier price agreement). A price item reserved on its own is not. On a trade order, the reservation is reversed as a whole.
Sending a rejection
Open an invoice with status Rejected.
Click Send rejection.
Check Send email to and Message. Both are required.
Click Send.
Tip: If a rejection email was already sent, the button tooltip shows the address and the time. Click the button again to send another email.
An email that goes out on its own, when an invoice received by email is rejected automatically, is turned on in organization settings.