Record a supplier invoice

Context

Caladeo allows you to record and track supplier invoices to manage purchases related to a travel project (accommodation, transport, activities, local services, etc.).

Supplier invoices are linked to a quote and allow you to accurately track amounts to be paid to suppliers, deadlines and payment status. This facilitates financial tracking and travel cost management.

Objective

Record supplier invoices on an accepted quote, track their payment and easily identify the balance of different supplier purchases.

Where to find this feature?

Supplier invoice recording is done from an accepted quote, in the Financial tab.

To create a purchase, the opportunity must contain at least one quote with Accepted status.

Step by step

Here are the steps to record a supplier invoice in the Caladeo application:

1. Open the opportunity, then access the relevant quote.
2. Go to the Financial tab of the quote.
3. In the Purchases section, click Create a purchase.
4. Fill in the purchase information:
   • Purchase name (e.g.: Hotel – stay, Local transport, Day guide, etc.)
   • Verification value: total estimated amount of the purchase
   • Supplier: selection of the relevant supplier (required)
5. Save the purchase.

➕ Add a supplier invoice

Once the purchase is created, you must add the associated supplier invoice(s):

1. Click Add an invoice.
2. Fill in the invoice information:
   • Invoice date
   • Invoice amount
   • Due date
   • Invoice number
3. Add the invoice as an attachment.
4. Save the changes.

👉 It is possible to add one or more invoices for the same purchase (for example: partial or supplementary invoices).

💳 Record supplier payments

When the invoice(s) have been paid:

1. Add one or more payments to the purchase.
2. Enter the payment information:
   • Payment date
   • Amount paid
   • Payment method
3. Save the payment.

What happens next in Caladeo

When the sum of payments equals the sum of invoices and matches the purchase verification value, it is automatically marked as Complete.

This makes it easy to quickly identify purchases that are fully paid and those still awaiting payment.

Frequently asked questions

Can I add multiple invoices for the same purchase?

Yes. The same purchase can contain multiple invoices from the same supplier.

Can I add multiple payments for the same purchase?

Yes. You can record multiple partial payments until the purchase is fully settled.

Good to know

• Verify that the verification value corresponds to the expected total for the purchase.
• Attaching supplier invoices allows you to centralize all documents in one place.
• The Complete status facilitates tracking of purchases already paid.