The content of this article is aimed at Suppliers using Purchase-to-Pay (formerly known as Trade Simple) web portal to create invoices.
Invoices can be raised at two key points, before or after proof of delivery has been obtained.
The former means that an invoice is generated for the order, regardless of what is signed for at the point of delivery. This may lead to credits being requested. The latter means that an invoice is only raised for the goods that have been signed for, and as such does not invoke credits.
Invoices Raised Against Purchase Orders, Confirmations or Delivery Notes
Invoices raised prior to electronic proof of delivery are known as 'Dirty Invoices' - that doesn't mean that they are necessarily raised without a signed delivery note, only that the customer may not have created an electronic Goods Received Note at the point of invoicing.
Fig.1 - Thread Status on Purchase Orders
- Find the order that is to be invoiced using either the Document Search function or Orders Placed in the last 30 Days
- Select View Thread from actions to review the associated documents
Fig.2 - Order Thread
- Against the latest document in the thread select Invoice
Fig.3 - Invoice Creation Screen
- Populate all mandatory fields (listed in bold)
- Where needed (e.g for catch weighted products) adjust the product details changing the Unit of Measure, QTY and Price as necessary
Fig.4 - Changing Product Details
- Select Send Document
While it will not always be possible, some customers may prefer that invoices are created against Goods Received Notes. This will result in fewer requests for Credits.
Invoices Raised Against Good Received Notes
Invoicing from proof of delivery is known as ‘Clean Invoicing’. Once a delivery has been received by a customer, the status will change to ‘Delivered’ or ‘Delivered with Revisions’ if there were items not delivered as detailed on the delivery note. The ‘Goods Received Note’ is stored in the message thread, should it be necessary to view it.
Fig.5 - Thread Status on Purchase Orders
- Select Invoice on the required order to bring up the Invoice creation screen, seen in Fig.6
- Populate all mandatory fields (listed in Bold)
There is the option to change quantities, invoiced units of measure, prices and VAT codes and rates. Once these are filled in, the Invoice is ready to send.
- Select Send Document