Create a Non-PO Based Invoice

Use the Use the Create Standard Invoice page to create an invoice without an existing PO.

To create an invoice from a blank form:

From the Self-Service tab, click the Add Invoices sub-tab. The Create Standard Invoice page appears.

Do any of the following to search for a vendor:

XMVL Vendor Name: Type all or part of the vendor name; include % sign if not an exact match. Exact Match: Select this box if you know the exact name.

Vendor ID: Type all or part of the vendor ID from the vendor form; include % sign if not an exact match. Exact Match: Select this box if you know the exact ID.

Click Search. IPP displays the search results. If the vendor name and vendor ID were left blank, the search brings up a list of all vendors.

Select the vendor name you want to use and click Select Vendor. IPP populates the Vendor Name and Vendor ID boxes with your selection.

Click Next to advance to the create an invoice/credit memo page. IPP displays the following information:

XMVL Vendor Name – Name of the agency’s vendor. If more than one vendor appears, select the vendor you want to use. Click the link to view the vendor information.

Remit To Account – Vendor’s payment information, such as bank account. IPP does not validate this field for foreign vendor accounts.

SetID – Unique identifier associated with one or more of the vendor’s business units,

Vendor ID – Vendor ID from the vendor form.

Logged In – Yes, if the vendor has logged into the Collector module.

Presentation List – Select the template to use to create the invoice or credit memo. Your agency can create presentations specifically for non-PO invoices.

Do the following in the Vendor List section:

Select the ALC you want to use from Select Buyer ALC.

Select the Bill To Address or to ship to a different address, click the down arrow and complete the form.

Click Create Invoice. IPP displays the New invoice form.

Complete the following required fields on the upper part of the form (Disburser Administrators can make fields associated with invoices and credit memos mandatory by configuring the rule set in the Disburser Administration module):

Invoice Number: Enter an invoice number. See the topic About Invoice Number Rules for important information on duplicate invoice numbers.

Issue and Receipt Dates: IPP defaults today’s date. Click the calendar icon to select different dates.

Note: Agencies can prevent editing on the Invoice Receipt Date field, by implementing validation rules for Self-Service configurations.

Payment Terms: Select a payment term from a list of terms configured by the Disburser Administrator.

Currency Code: Select a single currency. IPP copies the currency code from the invoice header level to the line and distribution levels. An invoice can contain only one currency.

Enter any additional information you want to include.

Select one or more invoice lines.

Enter the following information on each line in the lower part of the form:

Description: Enter a description of the item.

QTY: Enter the number of items you want to purchase. If this is a Dollar Only PO, enter the amount for the PO line.

Unit Price: Enter the cost of each unit. If this is a Dollar Only PO, skip this field. After you select the dollar only unit of measure, IPP displays 1.00 in the Unit Price field.

U.O.M.: Select a unit of measure, such as Each for items that are goods, or Hours, for services rendered. If this is a Dollar Only PO, select Dollar Only.

Tax Type: Defaults to Exempt.

Enter additional information as required by your agency.

In the Comments field, type a comment about this purchase.

Do any of the following:

Click Attachments – To upload an attachment to associate with the invoice. (See the topic Adding Attachments)

Click Save as Draft – To save this invoice if you are not ready to submit it. To retrieve this invoice in Draft status, click the Inquire sub-tab.

Click Submit – To enter the invoice/credit memo into IPP.

About Self-Service

Create a Standard Invoice

Add Invoice Settings

Inquire