Creating an Invoice (as a Vendor)

ePro enables Vendors to connect and do business electronically with the agency including responding to Bids and receiving Purchase Orders online. The new system also enables Vendors to submit Invoices electronically to the agency, if enabled.

 

The purpose of the Vendor submitting an Invoice electronically is to make Invoice processing more efficient and to reduce the data entry burden on Accounts Payable users. Typically, the Vendor mails invoices to the Accounts Payable user, who enters the Invoice into the system. When the Vendor enters the Invoice in ePro, the Accounts Payable user only reviews and processes the Invoice. These actions will be accomplished in the Seller role in the system. As such, a user should navigate to the Seller role to complete the activities outlined in this guide.

 

Homepage

The purpose of the Homepage is to present documents the Seller may take action on (e.g., Open Solicitations, Purchase Orders) or that the Seller has created in the past (e.g., Quotes, Invoices). The Homepage also presents the latest news items or updates regarding the system.

 

 

If the user's Homepage does not look like the one above, the user should navigate to the Seller role. To change roles, follow the steps shown below.

 

Step 1: Click the Account Icon in the upper right of the Homepage

 

Step 2: Click the down arrow under the User Name

 

 

Step 3: Select Seller

Purchase Orders

Step 1: Click PO tab

 

The Purchase Order tab is divided into three sections: Purchase Orders/Change Orders (Un-Acknowledged), Purchase Orders - Sent, and Subcontractor Purchase Orders. 

 

 

Step 2: Click the Purchase Order number

 

 

If the Seller has not acknowledged the Purchase Order, then the user should select both checkboxes to acknowledge the Purchase Order and to notify the requestor and click Proceed.

 

 

Step 3: Click Create Invoice at the bottom of the screen of the Summary tab

 

General tab

The purpose of the General tab is to capture header level data for the Invoice template.  Each Invoice template is blank when created from scratch. The Vendor completes the information and generates the Invoice number, which in combination with the Vendor number, is unique in the system. Some of the data is populated on the Invoice from the Purchase Order.

 

Step 1: Complete Required Fields

 

The Vendor must complete all required fields, marked with an asterisk (*), before saving the new document. The table below lists the required fields on the General tab, the description of the field, the functional implication in the system (if any) and the recommended usage.

 

Field Name	Field Description	Field Implication	Common Usage
Invoice number	Document number	Searchable in internal searches; Once saved, number cannot be edited	The Invoice Number from the Vendor
Invoice Description	Title of the document	Searchable in internal searches	Description of the goods or services that the Agency is paying the Vendor for; should be descriptive and unique
Invoice Date	Pre-populates to the current date	Informational	Audit Trail, Reporting

 

Step 2: Click Save & Continue

 

Once the Vendor saves the document, protected fields are auto-filled by the system, and the document is now searchable in the system by authorized users, including from the Vendor's Homepage.

 

The table below shows the fields that are auto-populated and that cannot be edited. The table lists the protected fields, the description of the field, the functional implication in the system (if any) and the recommended usage.

 

Field Name	Field Description	Field Implication	Common Usage
Invoice Status	Initial status is set to In Progress & will update after an AP user submits the Invoice	Identifies where the document is in the process and if the document is editable	N/A
Payment Amount	Total amount of the Invoice	Will update depending on the amount entered on the Items tab of the Invoice	Audit Trail, Reporting
Payment Terms	Defaulted from the Vendor; can be edited if Administrator has enabled user to edit terms	Applies to the Total Amount	Audit Trail, Reporting
Payment Discount	Defaulted from the Vendor	Applies to the Total Amount	Audit Trail, Reporting
Payment Terms Day	Defaulted from the Purchase Order	Applies to the Total Amount	Audit Trail, Reporting
Entered By	Defaulted from the Seller account entering the Invoice	Informational	Audit Trail, Reporting
Entered Date	Defaulted from date the Invoice is created	Informational	Audit Trail, Reporting
Credit Amount	Defaulted to "$0.00"	Total Amount will update after Credit Memo is applied	Audit Trail, Reporting
Last User Updated	Automatically generated	Informational	Audit Trail, Reporting
Last Date Updated	Automatically generated	Informational	Audit Trail, Reporting

 

Step 3: Complete Optional Fields as preferred

 

Field Name	Field Description	Field Implication	Common Usage
Freight Amount	Defaulted to "$0.00"	Total Amount will update after Freight is applied	Audit Trail, Reporting

 

Step 4: Click Save & Continue

 

Step 5: Click Items tab

 

 

Items tab

The purpose of the Items tab is show all items and quantities that may be paid.

 

Step 1: Enter the Invoice Amount

 

The Vendor can enter the amount for each Item on the Invoice.

 

Step 2: Click Save & Continue

 

Step 3: Click Attachments tab

 

 

Attachments tab

See the Common Tabs section of this document for step-by-step instructions.

 

Notes tab

The purpose of the Notes tab is to capture notes applicable for items listed on the Invoice. The Accounts Payable user processing the Invoice will see these notes.

 

See the Common Tabs section of this document for step-by-step instructions.

 

Summary tab

The Summary tab provides an overview of all the information provided by the Vendor on the previous tabs for review prior to submitting the document to the Accounts Payable user for review and processing. Once the document is submitted, the Vendor cannot edit the document.

 

Step 1: Review information

 

Step 2: Click Submit

 

After the Vendor submits the Invoice, the status of the Invoice will remain In Progress. The Accounts Payable user will be able to complete the Invoice and submit for approval.

 

 

Document Processing

 

The purpose of the document processing diagram is to outline the different paths the document may take through the system after the user submits the document for approval.