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Creating Electronic Invoices

Mike Brady
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Overview

Invoices can be sent to the community in three ways:

  1. Suppliers send the invoice electronically via integration - directly out of their system into Unimarket (B2B).
  2. Suppliers login to Unimarket and create the invoice using Invoice Order functionality.
  3. Suppliers send the invoice using the traditional post/email/fax methods and the community AP team use the Community Invoice Order functionality to process and match the invoice.

Community Invoice Order (PO Flip)

Community Invoice Order functionality provides users (with the Create Invoice role) with the ability to create electronic invoices through the Unimarket application. Invoice Order allows the user to locate the corresponding order for an invoice they have received, then flip the order into an electronic copy of the invoice and submit it for matching.

Creating an Invoice

There are 3 different ways you can begin the Invoice Order process. See below for more:

1. Invoice Order - From Menu

  1. Click on Invoice Order in the Invoices menu within the Invoices module.
  2. In the header section of the invoice select the desired supplier.
  3. Enter the invoice number (from the suppliers invoice) and invoice date.
  4. In the Order Number section click on the search icon to find the order that relates to the invoice.
  5. Select the desired order and click the Add Order button. The order line details will be added to the invoice.
Note: If your community has Consolidated Invoices enabled you can select multiple orders to invoice at the same time.

 

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2. Invoice Order - From Order

  1. Locate the order you wish to invoice by selecting View Orders from the Orders menu within the Marketplace module and searching.
  2. Open the order by clicking on the order number and select Invoice Order from the top right of the page.
  3. Enter the invoice number (from the suppliers invoice) and invoice date.

3. Invoice Order - From Non-Invoice Orders

  1. Select Non-Invoiced Orders from the Invoices menu and you will see all orders that do not currently have a submitted invoice against them.
  2. Locate the order you wish to invoice and select Invoice Order on the right hand side of the order in the list.
  3. Enter the invoice number (from the suppliers invoice) and invoice date.

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Note: The system will warn you if the supplier is not setup for invoicing. All the suppliers details must be present before the invoice can be created. To setup the supplier select Setup Invoicing from the Actions menu on the top right.

 

Creating an Invoice - Remaining Steps

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.
  • Add shipping charges to the invoice if applicable.
  • Click Create to submit the invoice for matching.

Matching Status

The View Invoice page will show a summary of the matching statuses.

State of Invoice Definition
Submitted Line/Invoice has matched the original order.
Forced Match (Submitted) Invoices that have gone into a state of Rejected, Voided or Pending Receiving can be manually force matched by a user with the Create Invoices role.
Downloaded The Invoice has matched and been extracted as part of a Transaction Run.
Pending Receiving The items on the order have not been receipted by the buyer. Once the buyer receives the item(s) the matching will reprocess.
Rejected Line/Invoice Qty and/or Amount have not matched the original order.
Voided If lines on an invoice have been rejected, lines that initially matched the original order will be voided because all lines must match.
Pending Approval The invoice is for a retrofit order and is pending creation of a requisition and/or approval of the requisition.
Cancelled The invoice creator canceled the invoice before it was approved.
Declined The invoice was declined by the buyer.
On Hold The invoice submitted by supplier exceeds the tolerances set by the community and needs to be routed for approval.
Pending Initial Approval The invoice is for a blanket order and is awaiting approval from the blanket order buyer or one of the users the blanket order is available to.
Pending Buyer Approval The invoice has failed matching and has been sent to the buyer to approve.
Pending Requestor Approval The invoice has failed matching and has been sent to the requestor to approve.
Pending Delegated Approval The invoice has failed matching, been approved by the buyer and is awaiting delegated approval.

 

Credit Invoices

For more on credit invoices see How to Create a Credit Invoice.

Invoices for Retrofit Orders

For more information see Retrofit Orders & Invoices.

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