Supplier: PO flip invoicing

AD team Updated by AD team

PO Flip Invoicing

This guide covers how to 'flip' orders into invoices via the supplier portal for those buyers who utilise the e-invoicing module.

PO flip is free to set up and use and is available to all suppliers regardless of tier.

You can only create a PO Flip invoice as an exact copy of the original order. If a buyer hasn’t included a delivery charge for example where one is needed, you will have to reject the order and ask the end-user to resubmit the order with a delivery charge. The only exception to this rule is for VAT rate which can be amended upon submission of the invoice if the end user has incorrectly applied it.
There’s an optional (non-mandatory) field to insert the Supplier’s VAT number into if required.

Creating an invoice

  1. From the Orders tab, select the order you would like to invoice by clicking the relevant PO
The order must have a status of 'accepted' or 'shipped' to be able to create an invoice
  1. Select Create Invoice from the options on the top right corner:
  1. Fill in the invoice number box:
  2. Once you have specified all the relevant details you can send the invoice to the buyer by selecting Create full invoice, or if you are only invoicing partial quantities select Create partial invoice. If choosing the latter option, ensure you have updated the 'quantity to invoice' column:
  3. Make sure to check that all the correct items are on the invoice and click the green send invoice icon once you wish to proceed. You can also delete the invoice at this stage.
  4. Once clicked, the send invoice button will disappear, and this means the order has been invoiced. All created invoices can be found via the specific Invoices tab available from the menu bar on the left hand side.

Invoice Statuses

To view the status of your invoices, go to the Invoices tab. The status of each invoice is shown in the final column, and can be one of the following:

  • Created: This invoice is waiting your response to either send or delete the invoice
  • Waiting to send: This invoice is waiting to be sent to the buyer
  • Sent to Buyer: This invoice is in the process of being delivered to the buyer
  • Pending Buyer approval: This is the status of an invoice that has been sent to the Buyer to accept and clear
  • Rejected: This has been rejected by our system due to a mismatch of data between the order amount and the invoice amount. You can check the 'Reason for rejection' by clicking into the invoice.
  • Rejected by Buyer: This is the status of an invoice which a Buyer has declined

Credit notes

Once an invoice has been sent you have an option to create a credit note if required.

To create a credit note:

  1. Click into the invoice number and click the create credit note button
  1. Enter a credit note number, quantity to credit and amount to credit
  2. Click ‘save credit note’. You will be able to review the credit note before you click 'send'

How did we do?

Supplier: How do I resend a rejected e-invoice?

Supplier: How can I review any invoice rejections?

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