Learn more about the new and improved Invoice Feature that has been implemented in ProcurementExpress.com
In this Article:
What are the Main Benefits of the new Invoice Feature?
How do I make use of the new Invoice Feature?
How do I upload an Invoice to a specific Line Item in the Purchase Order?
Frequently Asked Questions about the New Invoice Feature
What's New?
We've added an invoice details section to the invoice page!
Historically, the invoice page would only display the total Net Amounts or total Gross Amounts.
The new invoice details section displays the details of the Invoice, line-by-line. So each line item on the invoice is also displayed as a line item in the invoice details section.
You can also upload an invoice to a specific line item in a purchase order with multiple line items.
Click here to view a comparison of the Old Invoice Page and the New Invoice Page.
What are the Main Benefits of the new Invoice Feature?
There are multiple benefits to the new Invoice Feature:
1. It is easier to see if an Invoice should be paid, as it is more convenient to match an Invoice with your purchase order and the delivered items.
2. It will improve the QuickBooks Online integration in terms of linking up with bills.
3. This paves the way for more magical features, like Optical Camera Recognition (OCR) for the mobile applications, which will allow you to scan physical invoices with your mobile device. and upload them directly to ProcurementExpress.com.
4. It is easier to cross reference your purchase orders with their invoices since both documents display their details line-by-line.
5. You could upload an invoice to a specific line item in your purchase order if the invoice was issued for that specific line item, instead of the purchase order as a whole.
How do I make use of the new Invoice Feature?
Here is a recap of the process:
Note:
Ensure you have permission to upload invoices to purchase orders.
Click here to learn how to grant invoice upload permission.
Tip:
If your supplier uploads the invoice directly to the purchase order through the Supplier Portal, you can skip all the steps listed below and simply view your new invoice directly from the invoice section.
Method 1 - Upload an Invoice from the Purchase Order Page
1. Navigate to the "Purchase Orders" menu on the left-hand side.
2. Open a purchase order to attach the invoice.
3. In the view purchase order page, click on the "Invoices" tab.
4. Click on "Upload Invoice".
5. On the "Upload Invoice" Page:
Note: The "Upload Invoice Modal" is replaced by an "Upload Invoice Page".
Tip:
1. Enter the relevant details for your invoice.
2. Review your new "Invoice Details" section.
3. Upload your invoice.
6. The invoice can now be approved by an authorised user.
Method 2 - Upload an Invoice from the Invoice Section
1. Navigate to the "Invoices" menu item on the left-hand side of the screen and open any tab.
2. Click on "New Invoice".
3. Enter the details for the invoice.
4. Click on "Add Purchase Order", and open a purchase order to attach the invoice.
Note:
Make sure you choose the correct supplier and currency for the relevant purchase orders to populate.
5. The purchase order line items will be added to the invoice details section.
6. Upload your invoice, and click on "Save".
7. The invoice can now be approved by an authorised user.
How do I upload an Invoice to a specific Line Item in the Purchase Order?
Let's say you have a purchase order with five line items, but your invoice was issued for only 3 of those 5 line items. In this case, you can upload the invoice to the relevant three line items and upload another invoice for the other two line items at a later stage.
This means that you can upload multiple invoices for a single purchase order, and each invoice will references a specific purchase order line item.
1. Follow the invoice upload procedure as specified in steps 1-4 above:
2. From the invoice upload page, click on the bin icon next to the line items that are not relevant.
3. Upload your invoice.
4. The invoice can now be approved by an authorised user.
Frequently Asked Questions about the New Invoice Feature:
1. What's going to happen to any Invoices we already have in the system?
All existing Invoices are migrated to the new feature. If your purchase order and invoice match in terms of total amounts, the invoice will have one line with the total amount so that it matches the amount of the purchase order.
2. What does the Copy from Purchase Order and Reset Button do?
Reset - Clears the invoice details section of all line items.
Copy from purchase order - Copies all the line items from the purchase order into the invoice details section. This is useful when you want to reset your line items back to their original state. (Refresh the Line Items)
3. How can I adjust my purchase orders to account for shipping costs that were not originally in the purchase order, but is in the invoice? To make sure that the purchase order amount matches the invoice amount.
The best solution would be to edit the purchase order after you have received your invoice, to add the specified shipping cost to the purchase order.
Still have a few questions? Use the Live Chat Icon in the bottom right-hand corner or send an email to support@procurementexpress.com to get in touch with the friendly support team.
If you have a feature suggestion, we’d love to hear from you! Add your feature suggestion on feedback.procurementexpress.com and upvote others you like.