Creating an Invoice from a PO

You create an invoice from a purchase order by clicking the Create Invoice button from the Open purchase order page. The Collector user's role must have Create/Edit Invoices permission.

To create an invoice:

1. Click the Orders tab.
2. From the left sidebar, click Open POs. Alternatively, use Quick Search or Advanced Search to locate an Order.
3. Click the link in the PO # column to open an order. IPP displays the Purchase Order.
4. Click Create Invoice on the purchase order to open a new invoice page.
5. Type the invoice number in the Invoice Number (required) field, up to 50 alphanumeric characters.
6. Optionally, enter data for the following:

• • Issue Date - Keep the default date or enter another date.
  • Bill Period Start Date
  • Bill Period End Date
  • Supplier Contact Name
  • Supplier Contact Phone

7. Do any of the following:

• • Select the Inv Line #s you want to invoice (required).
  • Change the QTY (required) value or Unit Price (required), if necessary. IPP validates any changes against  the total value of the order and tolerances set by the agency.
  • Invoices created from a PO show the exact remaining balance from the PO Schedule whenever the invoice line is in an editable state, allowing vendors to adjust the quantity to ensure they do not exceed the remaining amount on the PO. Particularly, for Service line items where the unit price is large and the quantity is small, use the display of the actual remaining balance on the invoice line to enter the amount you want to invoice. Typically, enter “1” in the QTY field and then enter the [Remaining Balance] in the Unit Price field. IPP then calculates the Extended Price to equal the value shown for [Remaining Balance].

Note: To edit a Dollar Only line, change the QTY amount. IPP updates the Extended Price field by multiplying the quantity by the Unit Price of $1.00.

8. Click Split Line to spread the quantity and price information across two lines.
9. Enter comments in the Comments field.
10. Depending on their configuration, you may have to enter information in a custom field. Custom fields display on the invoice, if uploaded on the PO. An agency may require that the vendor include information in a custom field.
11. Optionally, click Attachments.
12. Click Submit to submit the invoice to the agency or Save as Draft to submit it later.

If the invoice is successfully submitted, IPP displays a message and the invoice moves to the Invoices Pending Approval page. See Note.

Note: If your company’s Collector Administrator configured a submission time delay, your submitted invoice remains in a Pending Submission state until the time elapses. While in the time delay, the invoice is available for review, editing, and voiding. You can also upload attachments. When the time elapses, IPP submits the invoice to the agency.

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