1. Go to Invoices, in the navigation bar at the top of the screen.
2. In Invoices, click ‘Add Invoice +’ on the top right hand-corner.
3. On the next screen, enter the invoice details.
a. Invoice date – as shown on your invoice document.
b. Budget month – Budget month can be changed.
c Invoice number – as shown on your invoice document.
d. Department – The captain and crew’s department will be tagged by default when they add a transaction. Crew users will only see invoices tagged within their department. Tag the relevant department for users to view the invoice. Captain/Administrator see all department's invoices by default.
e. Purchase description
f. Supplier – Scroll down the drop-down menu or use the search bar to find an existing supplier.
g. Currency – is always locked with the supplier. If you’re using the same supplier with a different currency, you’ll need to add it as a new supplier. E.g. ABC Services EUR and ABC Services GBP will be saved as two different supplier accounts.
h. Due date - the default payment due date will be 30 days. You can save a default due date for each supplier, just head to Suppliers >
Supplier Details > Supplier Terms.
i. Priority for payment. You may select low, medium or high.
4. To upload your invoice file, click on ‘Choose Files’ and select the file. Alternatively, drag the attachment into the box to upload it. The maximum number of pages per document is 16 but you can upload multiple documents.
PDF, PNG, and JPG formats are accepted. Excel and Word formats are not supported.
5. Select the expenditure category. You can either use the search bar or scroll down the drop-down menu.
If relevant, select a cost centre and any additional fields.
6. Add the net value/VAT/total. If no VAT, leave it blank and only fill the Line Total box. You can also input sums into the Invoice Net Value field, rather than having to use an on-screen calculator outside of Voly. You will see a calculator symbol Net Value box that includes basic BODMAS: + - / * ( ). The calculation is done upon pressing Enter, Tab or clicking outside the field.
7. If your invoice has several items, you can add split lines by clicking on the copy or plus icon at the end of the line.
8. Click Save Invoice. Alternatively, you can save it as a draft*.
•If the invoice value is within your value limit, the invoice will go straight into your invoice list, ready for payment.
•If the invoice is above your value limit, you will see ‘Requires Authorisation’ in red before saving your invoice. Once submitted, the invoice will sit in your Approvals tab until approved.
* Save the Invoice as a Draft
If you are not ready to submit your invoice yet, click Save Draft Invoice to make sure you don’t lose your details if the session times out. The draft will appear in blue on the top of your invoice list (only you will see the draft). To edit and submit it, just click on the invoice, then Edit.
Please Note: you need to complete a full line before being able to save it as a draft.
Adding an Invoice as Captain or Crew Video
Adding an Invoice as an Admin Video
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.