Create an Invoice

Use the Self-Service > Add Invoices page to "flip' POs / BPOs to invoices or credit memos. You can create invoices from any of the following:

• PO

• Blanket PO

• Blank form - Non-PO

• Copy a previous invoice

Disburser users cannot submit an invoice for a PO/BPO that is in exception, on hold, or has been novated. Further, Disburser users cannot resubmit invoices on a Closed or Voided PO, if the invoice has a status of Rejected, Draft, Exception, or Void.

Searching for Vendors

To search for POs by vendor:

1. From the Self-Service tab, click the Add Invoices sub-tab.
2. Type the name of the vendor in the XMVL Vendor Name field.
3. Select the Exact Match check box, if you know the complete vendor name; otherwise, type a partial name.
4. Type a PO number, Blanket PO number, or invoice number, if known.
5. Click Next to advance to the Vendor List page.

IPP populates the PO/BPO selection page based on the search criteria; otherwise, IPP lists all available PO/BPO/Invoices. IPP limits the POs and BPOs to your group assignment for Business Unit, Cost Center, or Department ID.

PO List or Blanket PO List

You can create an invoice by selecting the purchase order or blanket PO.

To create an invoice from a PO or Blanket PO:

1. From the Self-Service tab, click the Add Invoices sub-tab.
2. From the  PO List or Blanket PO List, select the POs or Blanket POs you want to use.
3. Click Create Invoice for Selected POs or Create Invoice for Selected Blanket POs.
4. Type a unique invoice number in the Invoice Number (Required) field. See the topic About Invoice Number Rules for important information on duplicate invoice numbers.
5. Accept the default Issue Date and Receipt Date or change as appropriate. Note: Agencies can prevent editing on the Invoice Receipt Date field, by implementing validation rules for self-service configurations.
6. From Payment Terms, select a payment term, previously configured by your Disburser Administrator.
7. Complete the remaining fields, as needed.
8. In the line item section, enter at least one item. Required: QTY and Unit Price. If this is a Dollar Only PO, enter the value of the PO line. IPP Defaults unit price to 1.00. For POs, that only contain an amount, you must use Dollar Only as the Unit of Measure (U.O.M.).
9. Type comments in the Comments field. Note: Required only if Disburser Administrator set Comments as a required field.
10. Do one of the following:

• Click Save as Draft to save the invoice as a draft and complete it at a later time

• Click Submit.

• Click Attachments to add documents to this invoice.

Add Attachments

If necessary, you can add attachments to the invoice.

Note: The Disburser Administrator must set the maximum number of attachments per invoice to a number > 0 in the Disburser Administration module (Invoices/Invoice Attachment Configuration) to enable the user to add attachments.

See the topic Adding Attachments

Copy an Invoice

You can copy an invoice that was previously sent for the same PO.

To copy an invoice:

1. Complete the steps Searching for Vendors. (see above)

2. From the Vendor List page, scroll to the PO based Invoice List (select an Invoice to copy) section.

3. Select the invoice you want to copy and click Copy Invoice to create a copy of a previous invoice.

4. Enter a new Invoice Number (required).  See the topic About Invoice Number Rules for important information on duplicate invoice numbers.

5. Make the necessary changes to the invoice.

6. Click Submit.

Related Topics

Related Procedures