If the supplier is unable to submit an invoice. This article helps suppliers resolve issues preventing invoice submission.
Prerequisites
- Permissions: Supplier User (including Supplier Administrator).
- The desired customer is connected to the supplier profile.
- Existing Open Purchase Order (PO), within the supplier profile.
Step 1: Submit Icon is Greyed Out
Possible Cause:
Missing mandatory information, in the required fields marked with a red asterisk.
Resolution:
Complete all required fields, including attach documents (if there is a red asterisk, in the Attachments section).
Step 2: Customer is Connected to Profile
The desired customer must be in the Connected status, within the supplier profile.
Possible Cause: The desired customer is in a Disconnected status.
Resolution: Confirm the customers status, by:
Selecting the Home icon on the left side panel.
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Scroll down to the header titled Customers.
Connected: Trading is enabled between this community and your profile and proceed to Step 3 (below).
Pending: The connection is pending. The community must connect (enable) the supplier before trading can commence. Contact your community contact person for an update when the profile will be Connected.
Disconnected: This community does not wish to trade with the supplier and no invoice can be submitted. Contact your community contact person for more insight. As they are the only ones who can connect/disconnect supplier profiles.
Step 3: Existing Open PO Within Profile
To successfully submit an invoice, there must be an existing Open PO within the and the PO must be tied to the invoice.
Possible Cause: The order is closed or the invoice is not tied to an existing PO.
Resolution #1: Ensure the desired PO is listed within the profile and in an Open state.
- Click Transactions on the left panel.
- Select View Orders.
- Use the filters at the top of the screen to refine the order listing
Customer, Order Type, or Order Number: Use these to narrow down the results.
Order Date From and Order Date To: Use these to locate orders within a specific date range.
Note: When the Order Number filter is used, all other filters will be ignored. If using the Order Date From filter, it is recommended to select one year prior if applicable to ensure you see a wide range of orders.
Select the desired Order Number on the Orders screen.
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The Order Detail screen will appear and confirm the PO is in an Open state.
If the order is in an Open state, proceed to Resolution 2 (below).
If the order is an Closed state, contact your community contact person. Requesting the reopen of the order or send the invoice (directly) to the customer, for processing.
Resolution #2: Ensure the PO is tied to the invoice.
- Click Transactions on the left panel.
- Select View Orders.
- Use the filters at the top of the screen to refine the order listing
Customer, Order Type, or Order Number: Use these to narrow down the results.
Order Date From and Order Date To: Use these to locate orders within a specific date range.
Note: When the Order Number filter is used, all other filters will be ignored. If using the Order Date From filter, it is recommended to select one year prior if applicable to ensure you see a wide range of orders.
Select the desired Order Number on the Orders screen.
Click Invoice Order icon, in the upper right corner.