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

Once on the “Submit Purchasing Invoice” screen, you will be required to enter a Work Order number and then click <Check PO Details> to check that it’s possible to add a Purchasing Invoice to it. 

If it is not possible to add a Purchasing Invoice to that Work Order, for example, the Work Order is incorrect, you will receive a message that says, ‘A job with this number does not exist in the system’. This will also occur if you try to invoice for a Work Order that is not a Purchasing Work Order, as these can only be invoiced via the non-Purchasing Invoice actions.
This will make sure that the Work Order entered matches your Contractor. If you don't have a Contractor associated to your User, this will not allow you to progress.
 

Submitting a Purchasing Invoice

Once the Work Order has been entered and accepted, you will then be shown the Building Name and the Job Task the Work Order is displayed, along with the Shipments on the Purchasing Work Order. The system then requires documentation to proceed. By clicking “Upload Invoice/POD…”, you can add in both a Purchasing Invoice file and Proof of Delivery file. To progress, a Name and a Purchasing Invoice need to be uploaded (by choosing the relevant Type), however it is possible to upload one file with a file type of “Purchasing Invoice and Proof of Delivery” if required. Choose the required files using the “Choose File” action and, once done, click “Upload” to attach the file.

After uploading the file(s), the details of the Purchasing Invoice need to be entered. The Invoice Number and Tax Point are required and the Shipments the user is invoicing for. The other fields will be populated automatically, however the “Delivery Net” can be updated if Shipments were expedited.

Once all these details have been entered, click the <Submit> button to submit the Purchasing Invoice. Clicking <Cancel> will cancel the Invoice submission.

Once the Shipments have been selected, and the Purchasing Invoice submitted, the system will run a check on the details provided. If everything matches with the system, the Invoice will be passed through, awaiting to be submitted for payment.
If an issue is found, the Purchasing Invoice submission screen will return, with a list of the applicable unapproved reasons. The ‘i’ icon next to each reason provides a brief explanation of that Unapproved Reason.

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 Purchasing Invoice can still be submitted, despite the unapproved reasons. However, it will be submitted as unapproved, and therefore will need to be manually reviewed before payment can be made. These can be seen in the "Unapproved Invoices" list

Note: It is only possible to Invoice for a Purchasing Work Order if there are Shipments that can be selected. If the order currently has not been receipted, then it is not possible to add an Invoice.

It is also possible to invoice for just the Delivery Charge if need be. Just enter the amount of delivery that will be charged in the Delivery Net and leave the Shipments unticked. Any extra information can be added into the Notes field.

Permissions: Can Create Invoices, Can Submit Portal Purchasing Invoice