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Microsoft Lists as invoice management with Power Automate

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Posted on by margiemalone

I am researching the idea and use of microsoft lists as an invoice management system. I would load the invoice.... would if I had multiple payments (partial payments) on that one invoice? How would I show multiple payments on one invoice transaction line? And have those multiple payments show up in Power BI to apply to that one invoice amount? Thanks.

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v-jefferni on at

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Hi @margiemalone ,

I assume that you have a Payments list to manage all of the payment records, and another Invoices list to manage all your invoices. In the Payments list you can have a LookUp column so that one payment is related to an invoice. I believe you can get one invoice along with related payments in Power BI. In Power Automate, you can get all the related payments in an array variable and count payments total, and then the array can be convert to HTML and be used in Email body if you would like to send emails to the vendor.

Best regards,

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margiemalone 12 on at

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Thank you for your quick response. I am just developing the Microsoft lists and I so far have one line item with each invoice. Within that line item entry I have set up columns for invoiced amount and paid amounts. But with that, it was not allowing multiple payments for one invoice, if paid in partial payments by the customer. Would you suggest it be better to separate out the lists or provide additional columns for example, payment 1 column, payment 2 column? I am new to the power apps so I am not sure of the best way to set my Microsoft lists up and how to use the power app to pull the data I need. Such as what ‘customer” I invoiced and what is still due from them on each of their invoices, etc.? Any guidance is appreciated. Thank you.

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v-jefferni on at

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Hi @margiemalone ,

To make the database clear, separate lists are usually used.

1. Customers list

2. Payments list with columns customer LookUp, paid amount and related invoice LookUp.

3. Invoices list with columns customer LookUp, invoiced amount Number and paid amounts Number, or additional multiple LookUp column of payments to link to payments list.

Whether in PowerApps or Power Automate, with these three list it will be quite easy to manage the project.

Best regards,

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margiemalone 12 on at

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Thank you. Would you recommend combining or keeping separate my payables and receivables of invoicing lists? I need to associate the invoices with all payments applied to a particular invoice. I need to know the balance due on invoices. I need to age the receivables (30,60,90 days etc.). I also need to upload/attach the appropriate documents to the transaction (check rec'd or paid/ invoice received or sent out) Not having used any power apps, I wanted to build my lists appropriately before going too far down a path, that may not be the right one :). I also need to tag the activity to a General Ledger account if that is possible. What I really would like to use is Quickbooks, but my organization is hesitant right now, so I am trying to build what I need with the tools we currently have. Thanks.
Do you recommend any online or live classed I could take to get educated on the abilities of the Power Apps? Thank for your time.

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