In Purchasing, you collect the purchasing costs from your bookings and process them as purchase invoices. This way, you keep track of which costs belong to which booking for each creditor, and whether an invoice has already been paid.
A creditor is always a relationship. Therefore, first, link the correct creditor to the cost line. Without that relationship, Artwin Live cannot properly group the costs under the correct supplier or team member.
Linking creditor to team members and costs
A team member is often also the person or organization that sends you an invoice. Set the creditor relationship for each team member that has purchasing costs. Artwin Live then uses that relationship for the purchasing costs of that team member.
Do you have a cost line that is not linked to a team member, for example for an external supplier or rental of equipment? Then select the relevant relationship as creditor in the booking. This way, Artwin Live knows to which supplier the cost line and any purchase invoice belong.
Always use an existing relationship as a creditor. This way you can find, filter, and collectively process all costs from the same supplier on one purchase invoice.
Which bookings do you see in Purchasing?
The Bookings tab in Purchasing only shows cost lines that fit your purchasing settings and the active selection. In the standard view, you see the relevant costs that have not yet been booked on a purchase invoice within the set period. As a result, the overview is not automatically filled with all bookings from your administration.
If you want to view a different period, then at the top choose Week, Month, Quarter, or Year. With the arrows next to the period, you can scroll to the previous or next month. You can also fill in your own start and end date.
Click on the funnel icon for additional filters. You can filter on Creditor, artist, location, assigned team member, labels, booking status, and the status of the purchase invoice, among others. After making your selection, click Apply. Use the button with the X to clear the selection.
Before creating a collective invoice, it is wise to first filter on Creditor. Then you only select cost lines that belong to the same supplier.
Creating a purchase invoice
Open Purchasing and go to Bookings. In each line, you see the creditor, VAT rate, and amount. Click on the plus icon at the end of a line to create a purchase invoice from that cost line.
Check the invoice date, delivery date, payment date, currency, creditor, subject, and invoice lines in the purchase invoice. The cost line remains linked to the original booking, so you can always see where the purchase comes from.
You work with purchase invoices to register the payment. Open a purchase invoice and add a payment under Payments with payment date and amount. Artwin Live will then show whether the invoice is open, partially paid, or paid.
If you do not want to track the payment separately, save the purchase invoice directly as Paid. The cost line is then linked to a purchase invoice without you needing to add a separate payment later.
Creating a purchase collective invoice
With a purchase collective invoice, you process multiple cost lines on one purchase invoice. This is convenient when the same creditor sends costs for multiple bookings on one invoice.
- Go to Purchasing > Bookings.
- Open the filters and select the correct Creditor.
- Check the period and select the cost lines that should come on the same invoice.
- Click on Book purchase invoice.
- Check the creditor and the individual invoice lines, fill in the invoice details, and save the purchase invoice.
Each selected cost line is linked as its own invoice line to the same purchase invoice. This way you retain one invoice for the creditor and the overview of the bookings to which the costs relate.
Good to know
The creditor determines the grouping: always link a team member or individual cost line to the correct creditor relationship before invoicing.
Filter first by creditor: this prevents costs from different suppliers from accidentally ending up on the same purchase collective invoice.
A purchase invoice is not a sales invoice: you use this to register a received invoice and the payment to your supplier and to link it to booking costs.