Users can view invoices for community POs, with the Community Administrator, View Transactions or Create Invoices role.
The community can configure settings, so users can view invoices linked to orders the user has accessed to.
| Note: For additional information, please refer to help article Invoice Module Administration. |
View Invoices
To view invoices, go to Invoices module > the Invoices screen will populate. By default the screen will display invoices from the last 90 days. If desired, can customize date range by selecting the dropdown in the Period field.
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 headers. Click the header 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
Go to the Marketplace module > select Orders > in the Search Order Number field, enter the desired order number.
The desired order number screen will populate > select the Invoices tab to view a list of associated invoices will be displayed. 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 and triggers an email for pending receiving to the buyer.