--- title: "Managing payables (best practice example)" canonical: "https://support.plunet.com/space/KB/893673/Managing%20payables%20(best%20practice%20example)" format: markdown --- **Summary:** A best practice example of how to create incoming invoices for resources and miscellaneous contacts **Related features** - [Invoices - Payables](https://plunethelp.atlassian.net/wiki/spaces/KB/pages/893656) **Contents** > Macro (toc) --- ## Introduction Internal resources can check and manage the incoming invoices from resources and miscellaneous contacts. The process described here is one best practice example. Other variants are possible. Our specialists will be glad to advise you on the best procedures for your company. ## Incoming invoices - Designate an internal resource who will be responsible for verifying and managing incoming invoices. In our example, this is you. - Save the resource invoices that you have received by e-mail in the data records for the relevant resources or miscellaneous contacts. - Scan the resource invoices that you have received by post and save the scans in the data records for the relevant resources or miscellaneous contacts. - To organize your data in a clearer way, you can create sub-folders for the incoming invoices from resources or miscellaneous contacts, for example, Invoices/2020, Invoices/2021. ## Verifying resource invoices - Resource invoices are verified based on the jobs that were assigned by your project managers. - Tell your resources that their invoice items should be organized according to jobs and that the items should contain the job number and the price of the assigned job. - Using the job numbers on the incoming resource invoices, identify the jobs in Plunet BusinessManager. - Jobs are accepted by the project managers responsible for the project. In other words, the responsible project manager needs to set the job status to **Approved**. - If the job status is **Approved** and the price in the job matches the price in the resource invoice, change the job status to Invoice checked. - If these requirements are not met, ask the project manager to check the job status and clarify the difference in price. The job status should not be set to **Invoice checked** until the price in the resource invoice matches the price in the job. ## Creating a payable for an external resource 1. Your administrator must first enable the option **Create invoice only for jobs with status 'Invoice checked'** in **Admin → Settings → Company code → Payables**. 2. Switch to** Invoices → Payables → Select**. 3. Select the relevant resource in **New invoice (resource)**. 4. Plunet BusinessManager creates a payable and assigns an invoice number. 5. All of the jobs for the relevant resource that currently have the status **Invoice checked** are included in the payable. 6. Enter the invoice number of the incoming resource invoice in **External invoice no.** 7. Check the **In****voice date** and modify it if required. Plunet BusinessManager always assigns the current date. You can also use this date to record the date on which the resource invoice was received. 8. Check the **Payment due date** and modify it if required. Plunet BusinessManager always calculates the date that your administrator set in **Admin → Settings → Company code → Payables → Calculation of payment time**. 9. The **Expense account (FA)** and **Creditor account (FA)** are assigned by the system and are copied in accordance with the settings in** Contacts → Resources → Payment**. 10. Click **Create payable**. The statuses of the invoiced jobs will be switched automatically to **Invoice accepted**. In the job itself, a text link appears below the status containing the **Invoice date** along with the number of the incoming invoice that you created. At the same time, an invoice document is created and stored in the Plunet folder **Invoice/incoming**. In this best practice example, this invoice document is not used further because the resources have created their invoices in their own documents and have already sent them to you. In a different procedure, this invoice document can be sent to your resources as a template that they can use to prepare their own invoices. If your resources have any questions regarding the payment of invoices, you can provide information by going to the relevant job and checking the status there or by executing queries in **Orders → Status report – Jobs **or** Queries → Receivables**. If your resources have access to Plunet BusinessManager via the vendor portal, they can check the job and billing status themselves under **Home → Dashboard → Jobs**. In **Status report – Jobs → Result** you can use the option **Change status to ... → Invoicing - Invoice in preparation** or **Invoicing - Clear invoice for payment** to prepare resource invoices in a batch procedure. --- > Macro (html) > Macro (details) > > eingangsrechnung