There are three settings that you can set an order’s invoice management to:
PAPER: The purchaser has to submit the invoice when they receive it.
PORTAL: The supplier has to submit the invoice.
EDI: The system automatically processes the information when a supplier sends it.
Submit a portal invoice on Procure Wizard
📌Note: When you're submitting your invoice on Procure Wizard you need to ensure the details match your back office system. If the details don't match, you need to amend the invoice before you can continue.
To submit a portal invoice, follow the steps below:
Locate the order.
Click the Portal Invoice tab.
If this tab reads Paper Invoice, you can't submit your invoice. Please contact the purchaser and ask them to update your details.
Enter the invoice date and supplier invoice number.
You can locate these on your actual invoice.
Click Confirm Invoice.
In the pop-up, click Accept to submit the invoice.
If the purchaser's confirmed the delivery, the order will move to its next stage.
Invoice amendments
To make changes to the invoice, click Alter at the bottom of the page then follow the steps in the options below:
Change quantities, net price, and unit price
To change the quantity or unit price, overwrite the values in the boxes with the correct values.
To change the net price, click Edit below the price. This updates automatically when you change the quantity or unit price.
📌Note: You can also add delivery charges to the invoice.
Alter tax
To change the tax (VAT) on a product, follow the steps below:
Above the order, in the filter box, click the plus
icon.
From the Tax Column drop-down menu, select the tax rate for the necessary product.
Swap products
You can swap a product by following the steps below:
Under the quantity value, click Swap.
Select Product Search.
Enter in the SKU or a keyword and click Search Catalogue.
Enter the quantity of the product to add in the provided boxes and click Add.
At the top of the next screen, the original product you need to swap is displayed.
Click Product to be swapped to bring up the product to swap it with.
Click Confirm.
The product you've replaced is hidden and the product you replaced it with is now visible on the invoice.
You can hide the replaced product information by selecting Show comparison with purchase order.
The swapped item displays in purple with an X through the invoice, this highlights to the purchaser what items you've swapped.
Add products
There are two types of products that you can add to an invoice:
Catalogue product.
Custom product: This if for products not listed in your Procure Wizard catalogue.
📌Note: You can only add custom products to your invoice if your customer has activated the Allow Custom Products setting on their account, otherwise, you won't see the Custom Product button.
Add a catalogue Product
To add a catalogue product, click Add Catalogue Product, then refer back to the swapping product section earlier in the guide to follow the steps to add.
Ireland Suppliers only: If you've linked the deposit return scheme charge to your products you have the option Calculate Deposit Returns at the bottom of the page, select this to calculate the charge as per the cost detailed in the charge settings and the quantity of the product ordered, you can amend this in the same way as any other product on the invoice.
If the charge isn't linked to the products, you need to add this to the invoice by following the steps above to add a catalogue product.
Add a custom Product
To add a custom product, click Add Custom Product and follow the steps below:
Click Add Custom Product.
Fill in the description, quantity, SKU, and Unit Price, and Tax if applicable.
Select the categories this product is assigned to.
Click Add Custom Product.
Complete all the required fields and click Add Custom Product.
Add a comment to an order
You can add comments to an order by following the steps below:
Within the order, click Comments.
Type the comment in the box and click Add Comment.
Recognise custom products
There are two ways you can recognise a custom product:
In the Value column:
Click the relevant stage that the order is in.
In the Value column, you'll see the price.
A plus + next to the value followed by a number indicated the presence of a custom product within the purchase order.
In the invoice tab:
Go into the invoice tab for the order.
If an item is a custom product, it has [CP] at the beginning of its description.
📌Note: The unit price POA means Price on Arrival. This is used as the price when your customer is unsure of what the actual price is. When invoicing, overwrite this with the correct price.