How to submit an invoice

TABLE OF CONTENTS

• How to Submit an Invoice via Supplier Interface > Submit Invoices
• How to Submit an Invoice via DirectP2P > Purchase Items

How to Submit an Invoice via Supplier Interface > Submit Invoices

To submit a scanned copy of your invoice 

• Navigate to 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.

• A notification is sent to the Supplier Contact named on the cost, the Finance Contact and the Primary Contact when the Goods Receipt is confirmed for the cost. Depending on the site set-up, you may be able to upload an invoice before the goods have been confirmed. Contact the Support team if you are unsure.
• If the Goods 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. 

                     - If you have a query for the PM regarding this cost, you can click the button labelled Nudge. Type in your query                      and then press +Add Nudge - the PM will then be notified of your query.

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

Resubmitting invoices  

If there is an issue with the invoice you have submitted (for instance, you have selected the incorrect VAT amount, or the invoice number is incorrect), you can resubmit your invoice if it has not yet been processed.

To do this:

• Navigate to Supplier Interface > Submit Invoices. Tick the Submitted Invoices (not yet paid) checkbox, and select the Resubmit Invoice button next to the relevant invoice.
• From here you can edit the details in the fields.

Key Users are able to do this on behalf of a supplier.

How to Submit an Invoice via DirectP2P > Purchase Items

For more information on the Supplier workflow on DirectP2P see here.

First, ensure that you have navigated to Direct P2P > Purchase Items. This is for our DP2P module only.

Once the buyer has Receipted (accepted) the delivery of an order, this will now allow you to submit an Invoice.

• Click on the 'Invoice' button next to the Purchase Item
• This will now open the "Invoice Purchase Items" screen showing all receipted Purchase Items belonging to the same order
• Tick the Purchase Items you wish to submit an Invoice for.
  
• You can also amend the quantity of the Purchase Items if you wish to submit separate invoices for different portions
• Input an Invoice Number and the Invoice Date and Time
• Upload your scanned Invoice document, then click 'Invoice'
• The Invoiced Purchase Items will now automatically be Archived so they're cleared from your Purchase Items screen
  • You can access Archived PI's by clicking on the 'Archive' button
• Invoiced Purchase Items will have the Stage of Invoice and Status of Submitted