The Create Invoice screen streamlines the process for, submitting invoices against existing Purchase Orders (POs) or creating invoices that generate a retrospective (retrofit) order.

This action can be performed by users, with the Create Invoices or Create Buyer Invoice role.

Note on Roles:

• Create Invoices: Allows users to invoice ANY order in the system.

• Create Buyer Invoice: Allows users to invoice POs where the user is listed as the buyer. This invoice will not route for approval (provided the associated requisition or blanket order was already approved).

Create Invoice with an Existing PO Number

This method is used when submitting an invoice against an order that is already in the Unimarket system.

1. Locate PO: Go to the Marketplace module > select Orders. Locate the desired PO (by searching or using filters) and click the PO number.

2. Initiate Invoice: On the desired PO screen, click Invoice Order.

3. Complete Invoice Details: You will land on the Create Invoice screen, with the PO number pre-populated in the Order Number field.

   • Insert information in all required fields (marked with a red asterisk).

   • Remittance Address: If the supplier has multiple remittance addresses, you can change the address; otherwise, it cannot be changed. Hover over the encircled "i" to view the full address.

   • Line Items: Enter the first line item details (Quantity, Unit Price, Unit of Measure, and tax). Select Add Lines for additional items.

   • Additional Fields: Add Comments, Shipping, and Shipping Tax if applicable.

4. Submit: Click Submit Invoice.

   • Optional: Check the box for Create Another under the Submit Invoice button if you intend to create another invoice immediately after.

      

Contract Note: If the Contracts module is enabled and a relevant contract exists and is accessible to the user, a Contract field will appear for selection.

Create Invoice Without an Existing PO Number

This method generates a retrofit order upon submission of the invoice.

1. Navigate: Go to the Invoices module > select Invoice Order.

2. Complete Details: Fill in the invoice details and line items using the definitions and procedure outlined in Section 1 (excluding the PO pre-population step).

3. Submit: Click Submit Invoice.

4. Approval Routing: A notification will be sent to the selected Buyer to approve/decline the invoice. At this point, the invoice state will be Pending Initial Acceptance.

   • Self-Acceptance: If you select yourself as the Buyer, the invoice will be automatically accepted.

Create Invoice from a Non-Invoiced Order

This method is used when the order exists, but an invoice hasn't been submitted against it yet.

1. Locate Order: Go to the Marketplace module > select Orders > click Non-Invoiced Orders.

2. Initiate Invoice: Select +Invoice Order to the right of the desired order.

   • Supplier Warning: If the supplier is not set up for invoicing, the system will warn you. Select More Actions > Setup Invoicing to configure the supplier before proceeding.

3. Enter Details: The Invoicing screen will populate. Enter the Invoice Number and Invoice Date from the supplier's invoice.

4. Line Item Review: Lines that do not yet have a submitted invoice against them will be checked, by default.

   • To create a partial invoice, deselect any lines that should not be invoiced. They will appear in a lighter gray color with the quantity at 0.

   • Edit line item details (e.g., quantity or amount) as needed for partial invoicing.

5. Submit: Click Submit Invoice.