You can upload, review and submit company invoices or credit notes from the My Invoices area in the Invoicing module and assign a matching purchase request.
How to upload an invoice
1. Go to the Invoicing module and click My Invoices.
2. In the Draft section, click Upload.
3. In the pop-up window, click Choose Files and select the invoice(s) you'd like to upload from your device.
Note: You can upload multiple PDF invoices, which will be scanned as part of the upload process. This process typically takes a couple of seconds per invoice.
4. Click Finished once the invoice(s) you've uploaded display(s) the 'Success' status.
How to review and submit an invoice
1. Go to the Invoicing module and click My Invoices.
2. In the Draft section you can click on each individual invoice uploaded to expand it and see a summary of the invoice details.
3. To review the draft invoice, click the Edit icon, or click the three dots icon and select Review from the drop-down.
Note: You can also add any notes to the invoice, or add any relevant attachments by selecting the relevant option from the drop-down.
4. Check the invoice details from the uploaded invoice match with the scanned data.
Note: If the invoice belongs to a supplier not available in the suppliers list, please contact your company's Finance team and ask them to add the supplier to assign to the invoice.
5. Update the invoice details as required.
Note:
To add a new line, click Add New Line +; this is helpful if you need to apply different details for different items on the invoice.
To condense all lines to one line, click Condense Lines; this is helpful if all items on the invoice have the same details. Alternatively you can set the same details for each line by clicking the red copy icon at the top of each column.
6. If you need to assign a purchase request to the invoice, click Assign purchase request... at the top of the window and a list of purchase requests for the assigned supplier will display.
7. Click the corresponding purchase request to expand the details, then click the Assign button.
8. Review the invoice for a final time, then click Save if you want to submit the invoice later or click Save & Submit to submit for approval straight away.
Note: The policy and approval flow assigned to the supplier, department, or project will determine whether the invoice requires approval and the approval hierarchy.