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Main Provider InvoiceThe Main tab of the Vendor Invoice Display is where you enter the primary information of the invoice. Here you also decide which activities you want to include in this invoice and how they will appear in the actual invoice document. When the invoice and the invoice document are ready, you send the invoice to the vendor for verification before you pay it.
Internal Number

The number assigned to this invoice for internal use.

  • You cannot modify this field.
  • To modify the numbering scheme used for vendor invoices, go to System > Configuration > Templates > Numbering Schemes .
Vendor

The vendor for whom this invoice is intended.

When you click on the name of the vendor, a window with the vendor's main contact details appears.

You cannot modify this field.

Invoice Status

The current state of the invoice.

To transition to:

      • The first activity status, click First Status.
      • The previous activity status, click Transition Back.
      • The next activity status, click Transition Forward.
      • The last activity status, click   Transition to Last Status.

The invoice statuses are:

Not Ready

The vendor started to create the invoice but did not confirm it yet.

This status only appears for invoices created by the vendor.

Postponed

There is an issue with the invoice, and the invoice creation is currently suspended.

When an invoice is postponed, you cannot send the invoice to the vendor.

To be SentThe job specification is finished and needs to be sent to the vendor for confirmation.
SentThe job specification is finished and was sent to the vendor. You are now waiting for the vendor's response to the job specification.
ConfirmedThe vendor verifed the job specification. You can now create an invoice from the confirmed job specification.
Invoice CreatedYou created a vendor invoice from a confirmed job specification.
Final Invoice No.

The number assigned to the final invoice, if applicable.

Enter the value into the field.

Final Invoice Date

The creation date which appears on the actual final invoice.

Manually enter the date in the appropriate date format set in System    Configuration or click Calendar and select from the calendar.

The system automatically enters the date set for Final Invoice Expected Date on the Invoice tab.

Pro Forma Invoice No.

The number assigned to the pro forma invoice, if applicable.

Enter the value into the field.

Pro Forma Invoice Date

The creation date which appears on the actual pro forma invoice.

Manually enter the date in the appropriate date format set in System   Configuration or click Calendar and select from the calendar.

The system automatically enters the date set for Pro Forma Invoice Expected Date on the Invoice tab.

Payment Terms

The payment requirements for this invoice. For example, you are to pay the vendor invoice in installments instead of a single, full payment.  

Click on the drop-down list and select the item.

  • To create a global payment terms item, go to System > Configuration > General Configuration > Advanced Configuration > Vendor > Invoicing.
  • To create a payment terms item specifically for this vendor, go to the vendor's Display and then Main Data > Invoicing > Payment Terms.
Description

A statement which appears in the Payment terms field in the actual invoice.

The description expression used in the invoice document is dependent on both the payment termsand the language of the template. For example, you have two localised description expressions for the payment terms item Single Payment: for English, Invoice ${vendorInvoice.number} and for Polish, Faktura ${vendorInvoice.number}. A user creates a new vendor invoice which has the invoice number: A123-2013. You select “Single Payment” for Payment Terms and an English language template for Invoice Template on the Main   tab of the Vendor Invoice Display . When you generate the invoice document, “Invoice A123-2013” appears in the Payment terms field. Similarly, if you select a Polish language template, “Faktura A123-2013” appears in the invoice document. 

 

You cannot modify the virtual expression here. The two possible ways to modify the virtual expression are:

  • For global payment terms (i.e. payment terms available for all vendors):
    • Go to System > Configuration > General Configuration > Advanced ConfigurationVendor > Payment Terms
    • Click Edit .
    • In the Global Vendor Payment Terms table, click Edit of the desired payment terms item. A new window appears.
       
    • For Localized Description   Expression , click Edit of the desired expression. A new window appears. 
    • Make any necessary changes. 
    • Click Save. The Description Expression window closes.  
    • Click Save in the Global Customer Payment Terms window. Now the modified expression will be used whenever you select the payment terms item and an invoice template which uses the same language as the expression.  
  • For vendor-specific payment terms (i.e. payment terms only available for a specific vendor):
    • Go to the desired vendor's Display.
    • Go to Main Data > Invoicing > Payment Terms.
    • Click Edit.
    • Go to the Payment Terms section.
    • Click on the drop-down list and select an item for either the Default Payment Terms or Default Payment Terms for Empty Invoice field, depending on the type of invoice you want the expression to be used in.
    • Click Edit. A new window appears.
    • For Localised   Description   Expression , click Edit of the desired expression. A new window appears.
    • Make any necessary changes. 
    • Click Save . The Description Expression window closes.
    • Click Save in the Vendor Payment Terms window. Now the modified expression will be used whenever you select for this vendor's invoices the payment terms item and an invoice template which uses the same language as the expression.
Payment Method

The manner in which the vendor will receive your payment.

    • Click on the drop-down list and select a method.
    • To add a method, click Add. When you click on this, a window appears. For a description of the window, click here: Create Payment Method Window.
Gross Total

The total amount of all items after the consumption tax is applied. For example, an invoice has two activities. Activity 1 has the charge of $200 and the VAT rate of 20%. Activity 2 has the charge of $100 and the VAT rate of $10. The Net Total is $300. The VAT sum of both activities is $50, which is added to the Net Total . The Gross Total is $350.  

To set a new gross total, click Change. A new window appears. For a description of the window, click here: Gross Total Window.

Currency

The currency used for this invoice.

To select a new currency, click Change. A new window appears. For a description of the window, click here: Change Currency Window.

Gross Total in Words

The total amount of all items and taxes recorded in word form.

To modify the text, click Change. When you click on this, a new window appears. For a description of the window, click here: Gross Total in Words Window..

Net Total

The amount of all items included before   the consumption tax is applied. For example, an invoice have two activities. The value of Activity 1 is $200, and the value of Activity 2 is $100. The   Net Total   for this invoice is $300.  

To select a new currency, click Change . A new window appears. For a description of the window, click here: Net Total Window.

Expected Payment Date

The date when your company is likely to pay this invoice in full.

The date is determined by the payment terms item you select. For example, you have an activity which requires a vendor invoice. For this invoice you selected a payment terms item which consists of one full charge. Whenever you select this payment terms item for a vendor's invoice, your company is expected to pay the entire invoice one month and 10 days after the activity's deadline. The deadline for this activity is 15 May. Therefore, the Expected Payment Date is 25 June.  

  • To modify the scheduling method:
    • For global payment terms (i.e. payment terms available for all vendors):
      • Go System   >   Configuration   >   Advanced Configuration   >   Vendor   >   Payment Terms.
      • Click   Edit .
      • Go to the Global Vendor Payment Terms section and click of the desired payment terms item. A new window appears.
      • Go to the Charge Definitions panel and click of the desired charge. A new window appears.
      • For Reference Date, select the date the charge's expected payment is determined from.
      • For End of Month, select the tickbox in order to have the system round the exact date of the selected reference date up to the final day of the month.
      • For Months and/or Days, specify the number of months/days after the reference date when the charge is expected to be paid.
      • Click Save. The Charge Definition window closes.
      • Click Save in the Global Vendor Payment Terms window. Now the payment scheduling method will be used whenever you select the payment terms item.
    • For vendor-specific payment terms (i.e. payment terms only available for a specific vendor):
      • Go to the desired vendor's Display.
      • Go to Main Data > Invoicing > Payment Terms.
      • Click   Edit.
      • Go to the Payment Terms section and click of the desired payment terms item. A new window appears.
      • Go to the Charge Definitions panel and click of the desired charge. A new window appears.
      • For End of Month , select the tickbox in order to have the system round the exact date of the selected reference date up to the final day of the month.
      • For Months and/or Days , specify the number of months/days after the reference date when the charge is expected to be paid.
      • Click Save . The Charge Definition window closes.
      • Click Save in the   Payment Terms window. Now the payment scheduling method will be used whenever you select the payment terms item.
Categories

A label used to classify invoices.

    • Click on the drop-down list and select a category. The selected category appears above the drop-down list:
      Invoice Categories
    • To delete a selected category, click delete icon.
    • To add all the available categories from the drop-down list, click All all . To remove all selected categories, click Remove all .
Activities
Activities Provider Invoice

The Activities table records all the selected activities which are included in the invoice. From this table you can add new activities to be included as well as arrange the order of the activities in the actual invoice document.

    • When you click on an activity, you are taken directly to that activity's Display.
    • Use the buttons Up Arrow or Down Arrow to arrange the order of the individual activities in the invoice sent to the vendor.
    • To remove an activity from the table, click Delete Icon of the desired item. A confirmation window appears. Confirm your decision.
Specification Template

The document layout for the invoice.

Click on the drop-down list and select a template

To create a template, go to System > Configuration > Templates > Document   Templates .

Invoice File

A reference file stored in the display of the selected invoice.

The file is not emailed to the vendor with the invoice document; however, the vendor can access the file on the the invoice's Main tab in the Partner Zone.

Send Invoice to

The contact person who will receive the email which has the invoice attached.

    • Click on the drop-down list and select a contact person.
    • To create a new contact person, click Create Contact. When you click on this, a new window appears. For a description of the window, click here: Contacts Management.

 

If you select "Unspecified" for the Send Invoice to   field, the invoice will be sent to the vendor's primary email address. To change the vendor's email address, go the vendor's Display and then Main Data > Address.

Click to send to the vendor an email with the invoice attached.

Click to modify the email to be sent to the vendor.

When you click on this, a new window appears. For a description of the window, click here: E-mail Test Window.

EditClick to modify.
SaveClick to apply the modifications.
CancelClick to terminate the modification process.
BackClick to return to the previous page.