Step 4 - Supplier submits invoice (Project P2P)

To submit a scanned copy of your invoice 

• Navigate to the Supplier Interface > Submit Invoices. 
• Tick Costs to be invoiced to see all orders that have had their delivery confirmed, but have not been invoiced. 

Please note, if the organisation requires that you confirm delivery for the items, this will need to be done before you can submit an invoice, from the Delivery Confirmation screen.

If you would like to allow suppliers to submit an invoice even if a client hasn't confirmed receipt of the goods, please contact the Support Team who can configure this for you.

A notification is sent to the Supplier Contact named on the cost, the Finance Contact and the Primary Contact when the receipt is confirmed for the cost

If receipt confirmation is not set up, a notification will be sent to the above contacts when delivery is confirmed for the cost.

• Click the Submit an invoice button and tick the cost to be invoiced. 
• Enter the details of your invoice, and upload the scanned copy.  
• You can tick multiple costs at one time if you are submitting a single invoice for them.
  • When you do, you can click on Populate all Supplier Invoice fields at the top right corner of the page, select the VAT code you wish to apply to the selected costs and click Apply, please ensure the correct VAT code has been selected as once the invoice is submitted this can't be changed.  
• You will see the total of your selected cost(s) at the bottom of the page, both the net and the gross values.
  • This must match the total in your uploaded file.
  • The total of your invoice cannot exceed the Supplier Estimate value.
• Once all details have been entered, click Submit so that your invoice can be processed for payment.
• A pop-up box will now show with the following message:
  • Are you sure?

•     Please ensure the invoice values you have entered are correct and that you have specified the correct VAT code for your invoice. Once your invoice has been submitted, you will not be able to change this.
  
  

• If you are happy that your invoice values and VAT codes are correct, click OK. 

  • Click Cancel if you need to check and amend your invoice values
    

• You can view your unpaid invoices in this screen if you filter by the status Submitted invoices (not yet paid).

Go to Step 5 - Administrator process invoices for payment