Users with the Create Invoices or Create Buyer Invoice role, can create the following invoices on the New Create Invoice screen, by:
- Selecting a PO number, to submit an invoice against
- Creating an invoice when there is not an existing PO number in Unimarket. Once submitted, a retrofit order will be created or
- Creating an invoice from Non-Invoice Orders
| Note: Since the New Create Invoice screen allows users to submit an invoice against a PO or enter an invoice directly without a PO number (creating a retrofit order). The Enter Invoice Screen and Invoice Order Screen will no longer be present in Production. |
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Note: The Create Invoices role allows users to invoice ANY order in the system. The Create Buyer Invoice role allows users to invoice POs the user is listed as the buyer. The invoice will not routed for approval. But the requisition is routed for approval. As for a blanket order in which the PO is already approved, a buyer created invoice would be approved automatically and posted. |
Watch this short video on how to create an invoice on the New Create Invoice Screen or read below for instructions:
Create Invoice With an Existing PO number
To create invoice with an existing PO number, go to Marketplace > select Orders > click the PO number or use filters to search by supplier, order type, buyer, etc. > select on the PO number.
Once completed, the desired PO screen will populate > click Invoice Order.
You will land on the Create invoice screen > the PO number will populate in the Order Number field, to being invoicing.
Enter the invoice details on the left side:
| Field | Definition |
| Preview Mode | If this is toggled on, it will show the image of the attachment(s) that were loaded. If there is more than one attachment, you can click onto each attachment to view them. |
| Order Number | If there is an order in the system you can enter the order number into this field. Once entered, it will pull the relevant data. |
| Supplier | Enter the Supplier Name you would like to invoice in this field. |
| Invoice Number | Enter the invoice number. |
| Invoice Date | Enter the invoice date. |
| Payment Due Date | Enter the Payment Due Date. |
| Buyer |
Confirm the Buyer. To change the Buyer on the invoice click the field to open a drop down menu from which you can search for the correct user. |
| Bill To | Select the Bill To address. |
| Remittance Address | If the supplier has more than one remittance address, you can change the remittance address. If there is only one, you cannot change this field. To view the entire address, you can hover over the i on the right side of this field. |
Insert information in the required fields, marked with a red asterisk.
If the supplier has more than one remittance address, you can change the remittance address. If there is only one, you cannot change this field. To view the entire address, hover over the encircled "i" on the right side of Remittance Address field.
Enter the first line item with its Quantity, Unit Price, Unit of Measure and tax (if applicable). To add additional lines select Add Lines. Once all lines are added you can additionally add Comments, Shipping and Shipping Tax if applicable.
| Note: If the Contracts module is enabled for your community, the selected supplier has at least one contract, and the user creating the invoice has access to at least one of those contracts, a new Contract field will appear where you can select the contract this invoice should be linked to. |
Once completed, Submit Invoice. If you would like to create another invoice straight after, check the box for Create Another under the Submit Invoice button before clicking Create.
Create Invoice Without an Existing PO number
To create an invoice without an existing PO number in Unimarket, go to Invoices module > select Create Invoice and you will land on the Create invoice screen. Once the invoice is submitted, a retrofit order will be created.
Enter the invoice details on the left side:
| Field | Definition |
| Preview Mode | If this is toggled on, it will show the image of the attachment(s) that were loaded. If there is more than one attachment, you can click onto each attachment to view them. |
| Order Number | If there is an order in the system you can enter the order number into this field. Once entered, it will pull the relevant data. |
| Supplier | Enter the Supplier Name you would like to invoice in this field. |
| Invoice Number | Enter the invoice number. |
| Invoice Date | Enter the invoice date. |
| Payment Due Date | Enter the Payment Due Date. |
| Buyer |
Confirm the Buyer. To change the Buyer on the invoice click the field to open a drop down menu from which you can search for the correct user. |
| Bill To | Select the Bill To address. |
| Remittance Address | If the supplier has more than one remittance address, you can change the remittance address. If there is only one, you cannot change this field. To view the entire address, you can hover over the i on the right side of this field. |
Insert information in the required fields, marked with a red asterisk.
If the supplier has more than one remittance address, you can change the remittance address. If there is only one, you cannot change this field. To view the entire address, hover over the encircled "i" on the right side of Remittance Address field.
Enter the first line item with its Quantity, Unit Price, Unit of Measure and tax (if applicable). To add additional lines select Add Lines. Once all lines are added, you can additionally add Comments, Shipping and Shipping Tax if applicable.
| Note: If the Contracts module is enabled for your community, the selected supplier has at least one contract, and the user creating the invoice has access to at least one of those contracts, a new Contract field will appear where you can select the contract this invoice should be linked to. |
Once completed, Submit Invoice. If you would like to create another invoice straight after, check the box for Create Another under the Submit Invoice button before clicking Create.
A notification will be sent to the Buyer to approve/decline the invoice. At this point the invoice will have a state of Pending Initial Acceptance.
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Note: If you select yourself as the buyer the invoice will automatically be accepted. |
Create Invoice from an Non-Invoice Order
To create an invoice from a non-invoice order, go to Marketplace > select Orders > click Non-Invoiced Orders and you will land on the Non-Invoiced Orders screen. Select +Invoice Order to the right of the desired order.
| Note: The system will warn, if the supplier is not set up for invoicing. All the suppliers details must be present before the invoice can be created. To setup the supplier, select More Actions > Setup Invoicing. |
The Invoicing screen will populate > in the Invoice Number field, enter the invoice number (from the suppliers invoice) > in the Invoice Date field, enter the invoice date.
| Note: Any lines that do not yet have a submitted invoice against them will have the checkbox to the left of them selected. If you need to create a partial invoice deselect any lines that do not need to be invoiced and they will appear in a lighter grey color to show they are deselected with the quantity at 0. |
If any changes to the line item detail from the order to the invoice are necessary (e.g. submitting a partial invoice, invoicing a different amount etc.), ensure you edit the details for the lines here. If desired, you can add Comments, insert Shipping and Shipping Tax if applicable.
Once completed, Submit Invoice. If you would like to create another invoice straight after, check the box for Create Another under the Submit Invoice button before clicking Create.