The Invoice Order functionality allows suppliers to create electronic invoices against customer orders raised through Unimarket. You can locate an order and 'flip' it into an invoice for submission, and later cancel an invoice if it was submitted incorrectly.
Prerequisites
Audience: Supplier (Existing User)
Intent: Create and submit an electronic invoice against a Purchase Order (PO).
Access: The Purchase Order must be available within your supplier profile.
Steps: Create an Invoice
There are three ways to initiate the invoicing process against an order:
Invoice Order from the View Orders screen:
Go to Transactions on the left side panel.
Select View Orders.
Locate the order using search filters and click the desired order number.
Select Invoice Order on the top right.
Invoice Order from the Non-Invoiced Orders screen:
Go to Transactions on the left side panel.
Select Non-Invoiced Orders.
Locate the desired order and click the desired order number.
Select Invoice Order on the top right.
Invoice Order from the Invoice Order screen (Recommended for multiple orders):
Go to Transactions on the left side panel
Select Invoice Order.
In the Customer field, select the desired customer
Next to the Order Number field, select magnify glass icon. To locate the desired orders to invoice against.
Note: From this screen, you can select one or many orders to invoice, depending on the customer's settings.
Invoice Details and Line Item Adjustments
To begin invoicing, go to Transactions -> Invoice Order.
Header Information: Complete all required fields marked with a red asterisk:
Select the desired customer in the Customer field.
Key in the Invoice Number (chosen/assigned by the supplier), Remittance Address, and Invoice Date.
Note: Once the customer is selected, the Remittance Address associated with your supplier profile will auto-fill the name associated with the information. To verify the remittance address, hover over the encircled "i".
Order Number: Enter the order number in the Order Number field.
Note: If the order number is unknown, select the magnify glass icon. To locate the desired orders to invoice against.
Attachments: Attach the original invoice in the Attachments field by selecting Browse.
Line Item Adjustments: If line item details have changed (e.g., you are submitting a partial invoice or a different amount), key in updated information in the applicable fields, modifying the Quantity, Unit Price, and/or Unit Of Measure.
Partial Invoice: By default, all lines that do not have a submitted invoice against them will be selected. To create a partial invoice, deselect any lines that do not need to be invoiced (the deselected lines will appear light-grey with a quantity of 0).
Line Item Tax: Choose the desired line item and select the pencil icon under Tax to insert or update tax information.
Shipping: Key in shipping/freight charges in the Shipping field. If required, click the pencil icon in the Shipping Tax field to update the shipping tax.
Click Create to submit the invoice for matching. The View Invoice screen will show the matching status.
Steps: Cancel an Invoice
If an invoice was entered incorrectly or has been rejected by the Customer:
Go to Transactions -> View Invoices.
The Invoices screen will appear. Locate the invoice by utilizing the Customer, State, Invoice/Order Number, or Invoice Statement filters.
Note: When the Invoice/Order Number filter is used, all other filters will be ignored. If looking for a range of invoices, we recommend selecting one year prior in the Invoice Date From filter.
When the desired invoice is located, select the invoice number.
Once the invoice detail screen appears, click More Actions.
Click Cancel.
You can then re-enter the corrected invoice following the instructions above.
Note: Canceling first allows you to reuse the original invoice number, which saves adding messy references like "A" at the end.
What's Next/Related
- You can also watch a short video on this process: