If the Invoicing module is enabled for your community, Community Administrators can update its configurations by navigating to the Administration module > select Modules > click Invoices.
The Invoice Administration screen provides access to several configuration tabs: Settings, Inbox, and 1099 Reporting.
Settings Tab Configuration
The Settings tab controls invoice matching, visibility, discount options, and approval flow.
Matching
Invoice Matching: Community Administrators can configure settings such as Passthrough, 2-way, or 3-way matching, along with setting Tolerance settings.
Shipping Matching: Shipping Matching tolerances are solely based on the Invoice Subtotal and are not compared to the Purchase Order.
General
| Setting | Description |
|---|---|
| Allow Anonymous Access to Invoices | Generates a public URL for each invoice, allowing it to be viewed from an external system. |
| Allow Users to View Their Own Invoices | Allows all users to view invoices linked to orders they have access to. |
| Attachment Required | Makes it mandatory for both suppliers and community users creating invoices to add at least one attachment. |
| Allow Users to Select a Remittance Address | If enabled, users can select a remittance address when entering an invoice or invoicing an order. |
| Allow Users to Enter Discounts | Shows an optional discount field on the Enter Invoice and Invoice Order screens. The discount amount is subtracted from the invoice total. |
| Allow Suppliers to Enter Discounts | Enables suppliers to submit discounts via cXML invoicing (if cXML integration is set up). If disabled, and the supplier sends a discount, the cXML invoice will be rejected. |
| Allow Users to enter Receiving Date when accepting Retrofit Release Orders | If enabled, users must enter a specific receiving date for each invoice item; otherwise, the automatic receiving date is used. |
Approvals
This setting determines whether the first step of invoice approvals is routed to the requester(s) or the buyer(s) of the related order.
Payments
This configuration allows Community Administrators to permit the upload of payment remittance information for invoice numbers that do not exist in the community.
Order Commitments (Auto Close Orders)
This setting allows Community Administrators to define a timeframe for automatically closing orders.
If enabled: You must enter your preferred number of days for the Auto Close Time Delay (default is 30 days).
Note: Updating the delay time will immediately update the timeframe for any orders currently within the previous setting.
Inbox Tab
The Inbox tab gives Community Administrators the option to create, create multiples of, and manage the community's current invoice inboxes.
1099 Reporting Tab
Community Administrators can utilize this tab to view and manage the community's 1099 Reporting data.