Vendor Invoice

• For Full Invoice: Click on Purchase Order Menu and then open the Purchase Order for which Invoice has to be created. Click on Document Actions and click on Invoice.
• For Partial Invoice: Click on Vendor Invoice Menu and then click on Create New button, and then follow steps under Add/Edit Line Item section

• Header
• Line Items
• Additional Info
• Payment Terms
• Summary
• Save Document
• Attachment
• Comments

Header Details are automatically added from Purchase Order. You can edit them as required.

Step 1: Click edit Header. System will open a popup to edit the information of the header. following information can be added:

• Currency: Provide the currency of the document, by default system will show local currency
• Order Incharge: This is the person who is incharge of the request.
• Invoice Number: Key in the Invoice number as per the document received from supplier.
• Comments: Any comments that will help make the document.

Step 2: After the information that is required is keyed in, click on the Confirm button to close the popup.

Line Items are automatically added from Purchase Order. To edit line items, you can click on Edit button for that item, system will open a popup, and users can provide the following details:

• Quantity, Description, Reference No.
• After editing is done, click Confirm to close the popup.

In case of Partial Invoice, add Line Items using the following steps:

• In Line Items section, click on Purchase Order.
• In the From Doc ID / Code field, add the Document Id / Document Code of the PO from which Line Item(s) to be added. Then click on Get Items button.
• A list of Line Items of that PO is displayed. Click on the checkbox of the items to be added.
• Click on Confirm to add the selected Items.

Payment Terms are automatically added from Purchase Order. You can edit them as required.

To Edit Payment Terms, click edit Terms. System will open a popup to edit the information of the terms. following information is required:

• Payment date, Credit Days, Payment Terms and Mode of Payment
• After editing is done, click Confirm to close the popup.

This section will show the following key information

• Values: Total value of the transaction, including tax, discount, total payable
• Transaction References: Document ID, Document Code, Document Date, Currency, Budget Used, any other Reference Document that this transaction refers to
• Status of the document

After all changes are done, it is necessary to Save the Document, by clicking the button “Save Document”, If this is new Document, system will assign the Document ID and Code after it is saved for the first time.

Note: Attachments can be added only after document is saved.

Step 1: After the document is saved, click on Add button in the Attachment section. This will open a popup for file selection.

Users can select the file to attach or drag and drop the file on the popup

Step 2: Click confirm to close the popup

Note: At a time only one attachment can be uploaded.

Note: Comments can be added at any time, even if the document status is pending or closed.

To add comment click on Add button and provide the comment in the popup.

Note: User can edit only their own comment, eg: User A cannot change comment of User B