The Invoices menu in the Portal contains all of the functions surrounding invoicing a Work Order. To submit a Consolidated Credit Note, navigate to Main Menu > Invoices > New > Consolidated Credit Note. This will display the “Submit Consolidated Credit Note” page. This can also be accessed by clicking “Consolidated Credit Note” on the “Quick Access - Supplier Invoices” tile on the Dashboard

Once on the “Submit Consolidated Credit Note” screen, you will be required to download the Consolidated Credit Note Backing Sheet by clicking “Download Template”. Once download and open, you are required to enter in the Work Orders that are being invoiced and the relevant costs against them. The cost fields are the same as they are against single credit notes but if there is any confusion, there a description of what the Backing Sheet requires on the “Submit Consolidated Credit Note” screen.

For Purchasing, the user only needs to enter in the Work Order number, the Parts/Items Cost and the delivery cost (if there is one) in the Plant/Equip/Misc/Delivery Cost field. No other details are required for Consolidated Purchasing Credit Notes.

After uploading the Backing Sheet, the system will validate the file to ensure that the data on the sheet matches the data in the system. This will also generate a Reference Number for invoice and provide a Backing Sheet Status to determine if the invoice can be submitted.
If there are any issues with the Backing Sheet, these can be seen by clicking “View On Screen”, to view the issues on the screen, or by clicking “Export Individual Lines to Excel”, to view them in a downloaded file.

If you receive unapproved reasons, always review to ensure everything is correct, including whether the costs take into account any inclusive hours and the parts being charged for correct. A Consolidated Credit Note cannot be submitted if there are errors on it, so they will need to be resolved before submitting the credit note. If they cannot be resolved on this Consolidated Credit Note, they will need to be taken out of the Backing Sheet and submitted manually. Once any changes are made to the Backing Sheet, simply upload the Backing Sheet again to apply the changes.

Note: The unapproved reasons that occur during the Credit Note upload process are the same as the single invoice upload.

Once the file has been accepted, the system will automatically calculate the “Net” for you, along with the “Tax” and “Gross”. The Invoice Number and Tax Point are required and once done, click “Submit” to submit the Consolidated Credit Note

Permissions: Can Submit Portal Consolidated Invoice, Can Submit Portal Purchasing Invoice and Can Create Credit Notes