Purchase Manager/Buyer Creating an Invoice

The invoice can be generated when the required details are available in the pdf invoice sent by the vendor/supplier. The system will display corresponding error message if validation fails for the uploaded invoice pdf. For fields which are not auto populated upon invoice generation, purchase manager/buyer will enter the same by confirming the details from the pdf invoice and associated PO.

To generate an invoice though pdf invoice:

1. Log in to the IENT application.

   

2. On the homepage, under My apps, click Invoice app.
   The Invoice app screen is displayed along with all the existing invoices, if any.

   

3. Click Create Invoice from PDF on the top right corner.
   The Invoice Creation pop up window is displayed.

   

4. Attach the invoice in pdf format.

   

5. The system performs the necessary validation. If it fails, then error message is displayed.
   On successful validation, the Generate Invoice button is enabled.

   

6. Click Generate Invoice.
   The Create Invoice Details screen is generated.

   

7. Verify the details and enter/select the values in the field, if missing. Modify the existing values, if required.

8. In the Next Status field, select one of the options as required:

   • Submit for Approval

   • Save as Draft: Enter a description applicable for the invoice being generated.

9. Click Submit (it is enabled when all the mandatory fields are entered or selected).

10. Click Yes on the popup window to confirm the action.
    The invoice is created and has status Submitted for Approval (when Submit for Approval option is selected in the Next Status field).

    

    The vendor/supplier and the approval manager get notified about the invoice creation. The vendor/supplier can view the invoice thus created in view mode and track the status.
    
    When approval manager of the buyer organization approves the invoice, the status changes to Approved. In case, it is returned for any amendment the purchase manager/buyer has to resubmit the invoice after necessary changes. When an invoice is returned, it will have status Returned for Amendment and on resubmission status will be Resubmitted for Approval. When the invoice is rejected, the status changes to Rejected, the purchase manager and vendor/supplier gets notified about the invoice rejection. In addition, the screen has a Created By column displaying the creator of the invoice.