Editing an Invoice

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Overview

 

Most details of an existing Invoice can be altered and invoice lines added or deleted.  However, editing is not possible if the Invoice has already been sent to the buying organisation.

 

To edit the Invoice find it, for example, by using the Documents page and when displayed in the Invoice Summary

or Invoice View page

 

Do-it Click DocumentEdit

 

The Invoice View/Edit page will be displayed.  It will look similar to this:

 

managingInvoice_edit_page2

 

From this page you can:

 

Do-it Click back to return to the Documents page

 

Do-it Click PrintPreview to print the Invoice

 

Further actions may be available, depending on the current status and content of the Quote:

 

Do-it Click DocumentDelete to delete the Invoice

 

Do-it Select create_credit_note_button and click go to create a Credit Note based on this Invoice (only available if the Invoice has been sent)

 

Do-it Click DocumentSend to send the Invoice to the buying organisation Note: Until the Invoice has all essential information (e.g. Invoice Number and at least one line) the button is displayed as DocumentSendGrey and does not operate.

 

Do-it Click edit to change details (see Editing Header Details, Editing Comments, Editing Line Details, Editing Payment Details)

 

Do-it Click addnew to the right of non_order_line_details to add a line not on the Order

 

Do-it Click DeleteMultiple to remove all Invoice lines

 

Do-it Click add within the Order lines to add a single line to the Invoice

 

Do-it Click AddMultiple to add all lines from the Order lines

 

 

 

Details displayed on this page include the following:

 

Bullet Dated - The date of the invoice as stated by the buying organisation.

 

Bullet Tax Point - The date that you are liable for the VAT of the invoice.

 

Bullet Raised - The date & time that the invoice was raised by the system.

 

Bullet Sent - Whether or not you have sent the document to the buying organisation.

 

Bullet Currency - The currency of the invoice.

The default currency for the Supplier Portal is GBP (Great British Pounds).

If an alternate currency has been used by the sender for the Order that this Invoice is responding to, the following will be displayed:-

 

ordersummary_altcurrency

 

•The EUR is the alternate currency e.g. EUR = Euros
•The Rate is the currency applied exchange rate between this currency and GBP e.g. 1.494
•The Source is the source for the exchange rate e.g. HMRC

 

 

Bullet Value Excl.Tax - The total value of the invoice excluding tax.

 

Bullet Total Value - The total value of the invoice including tax, if appropriate and known.

 

managinginvoice_create_new_header

 

You can display further details about the parties to the invoice by clicking expand next to parties and the details will be displayed:

 

managinginvoice_parties_edit_view

 

Further details displayed include:

 

Bullet Related Documents - Other documents that are associated with this order. Clicking

on a document will cause the display to switch to that document

 

Bullet Comments - Further comments from the buying organisation regarding this order

 

Line details displayed include:

 

Bullet Line - A number indicating the sequence of the lines

 

Bullet Item Code, Description & Comments - The code used for the goods or services,

its description and any comments about this line of the Invoice

 

Bullet Supplied - The date on which the goods or services were sent or provided

 

Bullet Quantity - The number of units of the item being invoiced

 

Bullet Unit - The unit of measure of the item

 

Bullet Price - The price of one unit of the item

 

Bullet Extended - The value of this line of the invoice, excluding tax

 

Bullet Tax Rate - The rate of tax that applies to this line of the invoice

 

Bullet Line Total - The value of this line of the invoice, including tax

 

managinginvoice_editlines_notsent

 

 

Invoice footer details include:

 

Bullet Tax Rate - The rate of tax that this line of the tax analysis is summarising

 

Bullet Extended - The value of all the invoice lines that this rate of tax applies to

 

Bullet Tax - The value of tax at this rate

 

Bullet Terms - Payment Due days, Settlement Discount days and percentage and

General Discount percentage, if offered

 

Bullet Ext. Subtotal The total of the extended values of all the lines i.e. excluding tax

 

Bullet Tax - The total tax value

 

Bullet Total - The total value of the invoice, including tax

 

managinginvoice_sentfooter_view

 

Note:-If an alternate currency has been used by the sender for the Order that this Invoice is responding to, the Tax displayed will be shown with the currency value to the right and the GBP equivalent to the left:-

 

quote_edit_Footer_multicurrency

 

 

NOTE: See How Tax Values are Calculated for more details regarding tax calculations

 

The Audit contains details of status changes and, if sent, details about the transmission.  To view the Audit details:

 

Do-it Click expand next to Audit and the full details will be displayed:

 

managinginvoice_sentaudit_view