Once the invoice has been received, you can match it with the purchase request. This will close the purchase request, changing the status to Closed, as well as creating a new invoice in the Invoices tab – ready for payment.
In the request, click Invoice Received alongside the quote.
Enter the invoice details: Date, invoice number, due date and payment priority. Upload the Invoice file.
The system will copy the quote details and generate a new invoice entry. You will be able to edit any information before saving the new invoice onto the platform.
Please note: if you edit the value to a higher value, the purchase request will go back for further approval – if above your purchase limit.
Once happy with the details, click Save. The invoice now appears in your Invoices tab, ready for payment. Your purchase request is now showing as Invoiced.
Generate a Purchase Order
Once your purchase request has been approved, you have the option to generate a Purchase Order before attaching the Invoice.
Click on the request. Alongside the approved quote, click Generate PO.
• The system will automatically populate a purchase order number, but you can edit it before generating the PO if needed.
• You can set up the purchase order sequential numbers in Settings> Departments.
• Enter the delivery address and any additional information you wish to show on the PO.
• Click Generate Purchase Order. Your PO is now ready to be downloaded.
• Click Download PO to download it as a PDF.
To edit a PO once generated, simply use the Quick edit button alongside the PDF icon.
Please Note: The contact details you wish to show on the PO can be set up in Settings. If no contact details have been saved; The PO will display the details of the person who submitted the request.
Attach Multiple Invoices to a Purchase Order
To assign more than one invoice to a purchase request, you will need to have generated a purchase order first.
1. Once you have assigned the first invoice, go back to the purchase request.
2. Alongside the invoice you have assigned, click on Assign another invoice to PO.
3. The system will give you the list of any existing invoices against the supplier.
4. Select the relevant invoice number and click Assign Invoice.
The new invoice has now been added to the purchase request.
Repeat to assign any other invoices.
To unassign an invoice from the purchase request, click on Unassign Invoice from PO.
Add Multiple Purchase Orders to an Invoice
You have the option to assign one or multiple purchase order numbers to one invoice.
1. Once the invoice has been saved on the Invoices page, click to see the invoice details.
2. Click on + alongside PO Number. (Note: you will see the field only if a PO have been generated from your purchase requests.)
3. The system will give you a list of any approved purchase requests.
4. Select the relevant PO number and click Add. Repeat as many times as needed to select another PO. To unassign a PO, click on the cross alongside the PO number.
Open or Close Purchase Requests
You will also now be able to manually open or close a request irrespective of whether an invoice has been assigned. This will create a comment audit trail and immediately change the status.
If a request has been manually opened and an invoice is added, it will then need to be manually closed as it will no longer “auto-close”.
Opening or Closing a request can be done by selecting the request, and then selecting either Open or Close Request which will be found in the top right-hand corner of the page.
Still have questions?
Send us a message through the chat icon in the web app, email us or keep looking through our Help Centre for more information.