The Invoice Order functionality allows suppliers to create electronic invoices via Unimarket, by locating the order and 'flipping' it into an invoice for payment. The invoices are submitted electronically via Unimarket to the desired customer and matched on customer's side.
To find out more information about Creating a Standard Invoice, watch this short video or you can read more below on this topic:
To create an invoice against orders that have been raised through Unimarket, there are three methods you can use:
1. Invoice Order from the View Orders screen
Locate the order you would like to invoice by clicking on Transactions on the menu on the left side and then select View Orders. Search for the order by using the search options available and click into the order you would like to invoice. Next, select Invoice Order on the top right of the order.
2. Invoice Order from the Non-Invoiced Orders screen
Locate the order you would like to invoice by clicking on Transactions on the menu on the left side and then select Non-Invoiced Orders. Locate the desired order using the search filters and click into it. Next, select Invoice Order on the top right of the order.
3. Invoice Order from the Invoice Order screen
Locate the order you would like to invoice by clicking on Transactions on the menu on the left side and then select Invoice Order. Enter the customer and then you will be able to select the Order Number you would like to submit an invoice against.
| Note: From the Invoice Order Screen, you can select 1 or many orders to invoice depending on how the customer you are invoicing has this set. |
To begin creating a Standard Invoice, go to Transactions > click Invoice Order.
Once completed, the Invoice Order screen will appear. When invoicing all required fields marked with a red asterisk must be entered.
Select desired customer in Customer field > key in the Invoice Number, Remittance Address and Invoice Date > key in order number in Order Number field. If the order number is unknown, select Add Order to locate the order number > Attach the original invoice, in the Attachments field by selecting Browse.
- If any changes to the line item details has changed on the order (e.g. submitting a partial invoice, invoicing a different amount etc.), key in information is applicable fields updating the Quantity, Unit Price and/or Unit Of Measure.
- To add/edit item tax, choose the desired line item and > select the pencil under Tax to insert information. If shipping charges are required, key information Shipping field. If shipping tax requires updating, click the pencil in Shipping Tax field to update shipping tax.
| Note: Any lines that do not have a submitted invoice against it, will have the checkbox to the left of it selected. If you need to create a partial invoice, deselect any lines that do not need to be invoiced. The deselected lines will appear in a light-grey color with the quantity at 0. |
Once completed, click Create to submit the invoice for matching and the View Invoice screen will show the matching status for all invoices.
To Cancel a Standard Invoice
If a Standard Invoice has been entered incorrectly or has been rejected by the Customer, go to Transactions > click View Invoices.
Once completed, the Invoices screen will appear. Locate the invoice by utilizing the Customer, State, Invoice/Order Number or Invoice Statement filters. If suppliers do not know the invoice number, the Invoice Date From and Invoice Date To filter will assist with locating the order.
| Note: When the Invoice/Order Number filter is used all other filters will be ignored, utilizing the search function for specific invoices. If looking for a range of invoices and the Invoice Date From filter is chosen, we recommend selecting one year prior, if applicable. |
When the desired invoice is located, select the invoice number
Once completed, the desired invoice detail screen will appear > Click the desired invoice number > select More Actions > click Cancel > Re-enter the invoice according to above instructions.
| Note: If you cancel first, you will be able to re-enter with the original invoice number, which saves any messy "A" style of a reference at the end. |