Supplier/Vendor Creating an Invoice

Users (partner admin) associated with supplier/vendor who are provided access to Invoice app can generate an invoice for material or services provided against a confirmed PO.

Users can access the assigned invoice records from To-do’s, bell notifications or email notifications.

To login, follow the sign up process described in the section How to Login to the IENT Application.

To generate an 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 invoice, if any.

   

3. Click + on the top right corner.
   The Create Invoice Details screen is displayed.

   

4. In the Basic Details, section enter or select the details as required:

   • Due Date: Select the due date applicable for the invoice (optional field).

   • Associated PO: From the dropdown list select the PO for which invoice is to be generated.

   • Next Status: Select one of the options as required:

     • Submit for Approval

     • Save as Draft

   • Service Description: Enter a description applicable for the invoice being generated.

   • Vendor Name and Vendor Address: Displays the vendor’s name and address as per the associated PO selected.

   • Attachments: Attach supporting documents for the invoice, if applicable (optional field).

5. The Delivery Details section displays the billing and shipping details as per the selected PO.

6. In the Line Item(s) section, fill the details as described:

   • From the dropdown list in the Details field, select the item which is being invoiced (the list will have the items as per the associated PO). On selecting an item, the Quantity field will be auto populated and the corresponding details will be displayed, such as unit price and corresponding tax amount. The value in the Quantity field can be modified as required, however, it can have maximum value as per the associated PO. If greater value is entered, the system will display an error message for the same. If smaller value is entered, then further invoice can be generated for the remaining value later on. Click View All link to view the details of the item being invoiced and the associated tax components.

   • Click +Add Line Item link to add more line for the remaining items in the Details list. By default, one line is provided. If there are more than one item in the Details list, and invoice being generated is for one item, then invoice for other items can be generated later on for the same PO.

7. In the Discount section, add details of the discount to be provided if any. Discount can be provided in percentage terms or in amount. When a discount amount is entered in the Discount Amount field, corresponding discount percentage is displayed. To enter the discount in terms of percentage, click the checkbox against Add Discount Percentage (%) Instead. Corresponding discount amount will be displayed.

8. The Financial Details section displays the total amount to be paid. The Total Discount amount is calculated on the Total Gross Amount.

9. Click Submit.

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).

    

    When buyer/purchase manager of the buyer organization approves the invoice, the status changes to Approved. In case, it is returned for any amendment the user 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 supplier/vendor is notified about the invoice rejection and rejected invoice cannot be resubmitted. In addition, the screen has a Created By column displaying the creator of the invoice.