You can view invoices for community purchase orders if you have the Community Administrator, View Transactions or Create Invoices role assigned to your user. The community can also be configured so that users can view invoices linked to orders they have access to (see Invoice Module Administration).
View Invoices
Select Invoices from the Module Switcher and you will be taken to the Invoices page.
By default the screen will display invoices from the last 90 days and can be a Custom Date Range. If the user’s search exactly matches an Invoice Number, it will open that invoice directly.
Filters
More filters are available by clicking the FILTERS button in the top right. These filters allow you to filter by the Invoice or Order number, the Supplier, Period, invoice State, and Organization (If your Community has multiple Organizations). You can use a single filter or any combination. To hide the additional filters click the Hide button in the top right.
Sorting
By default the invoices displayed are sorted by Created Date.
You can change this by selecting any of the headings. Click them again to change the order between ascending and descending. The arrow will show which heading is sorted and the direction shows the order.
Export Invoices
To export the list of invoices you have currently filtered, click on Export in the top right next to Filters and select Export Invoices. This will then create a report with all invoices that match the current filters.
Viewing Invoices from an Order
- Search the Order number.
- Open the order by clicking the order number and a list of associated invoices will be displayed at the bottom of the View Order screen on the Invoices tab.
- To view any of the invoices click onto the invoice number.
Invoice States
| State of Invoice | Definition |
| Downloaded | The Invoice has matched and been extracted as part of a Transaction Run. |
| Invoice Accepted | All the invoice lines have matched and the invoice is in an accepted state ready to pay. |
| On Hold | The invoice submitted by supplier exceeds the tolerances set by the community and was placed On Hold for review and further action by a user with the Create Invoice role. |
| Pending Delegated Approval | The invoice has been accepted by the buyer and routed for delegated approval. It is pending approval by the delegated approver. |
| Pending Initial Acceptance | The invoice relates to a retrofit or blanket order and is awaiting acceptance by the buyer and creation of a requisition for approval. |
| Pending Order Acceptance | The Invoice was placed On Hold due to matching exceptions and has been sent to the buyer or requester for review and acceptance. |
| Pending Receiving | The items on the order have not been received by the buyer. Once the buyer receives the item(s) the matching will reprocess. |
| Canceled | The invoice creator cancelled the invoice before it was approved. |
| Invoice Rejected | The invoice contains matching exceptions and was placed On Hold. The exceptions have been reviewed and Rejected by the Community. Invoices cannot be changed from the Rejected state. |
Any invoices against an order that has not yet been received will be on the Outstanding Receiving list but also triggers an email for pending receiving to the buyer.