After you have reviewed and confirmed your order you have four different ways of creating Invoices.
- Invoice creation via Web Form
- Invoice creation from order
- Invoice creation from scratch
- Invoice creation via CSV or Excel Upload
The invoice list
You have received the following e-mail for the invoicing process which was occasioned by your customer.
Click on the "Link" in the e-mail.
You will be now forwarded to the "Invoice list".
Here you have the possibility to create a new invoice or to edit already created and saved invoices in the status "Draft", "Ready to send" and "Sent".
Invoice creation from order
In this section you will learn how to create an invoice directly from a purchase order.
You have confirmed the order if required by your customer as-is or with changes. Click now on "Transfer Data to start Invoice Creation".
You will be automatically forwarded to the invoice creation in which the most important data of the order will be deposited automatically. To create an invoice using a CSV or Excel file, go to "Invoice" > "Create and upload an invoice", then select "Upload CSV files" or "Upload Excel files".
Creation of invoice without order
Open the "Invoice list". You have now the possibility to create invoices by clicking on "Create invoice".
- From scratch: Creation of invoice without reference to order from SupplyOn
- From demand: Creation of invoices for billable line items. This is only possible if an order exists at SupplyOn .
- From document: Creation of invoice from previous invoice
Click on "Upload" in order to upload the invoice with a CSV or Excel file.
Invoice creation from scratch
In the "Invoice" click on "Create or upload invoice" and afterwards on "From scratch".
Select now the desired plant of your customer via the field "Customer" and the "Invoice type". Then click on "Confirm".
Invoice creation with a CSV or Excel file
CSV and Excel files are common file formats used for uploading or downloading structured data. Such files may e.g. can be read and generated with Microsoft Excel and are suitable for automated further processing.
To upload an invoice using one of these file types, please make sure your file follows the required format for successful processing.
You can upload both CSV and Excel files directly at the invoice.
Click on "Create or upload invoice", then choose "Upload CSV files" or "Upload Excel files".
- Click on "Browse" to select the file you want to upload.
- Navigate to the folder on your computer where the file is saved.
- Click the file name to select it, then click "Open".
After selecting the file, you can either:
- Click "Send" to submit the invoice immediately, or
- Click "Save as draft" to review and edit the invoice before sending
Fields of the CSV file
Mandatory fields:
- These fields need to be marked with MAND (mandatory field). They have to be filled in order to upload the CSV file successfully.
Conditional fields:
- These fields need to be marked with COND (conditional field). They can be obligatory if existing entries require additional data or if optional field-groups with included mandatory fields were added.
Non-marked fields:
- Non-marked fields are optional.
Fixed default field entries:
- You have to choose out of predefined numbers or abbreviations of which each represents a certain catchword (for example the number 326 is vicarious for partial billing). Please enter the bold shown number or the bold shown abbreviation in the CSV file.
Country-specific differences for a CSV file
When creating a CSV file you have to consider that dependent on the user's country different separators are used:
English-speaking countries
- Separation - Comma (,)
- Decimals - Dot (.)
- Date - Slash(/)
Non English-speaking countries
- Separation - Semicolon (;)
- Decimals - Comma (,)
- Date - Dot (.)
Invoice creation not possible
If the program aborts while you are trying to create an invoice, this can have various causes.
First of all, you should check whether you have really already confirmed the order:
- Confirm order - as required
- Confirm order - with changes
Another possible cause may be an activated pop-up blocker. In order for the SupplyOn application to function correctly, you must deactivate the pop-up blocker for SupplyOn:
- Deactivating the pop-up blocker for SupplyOn in Mozilla Firefox
- Deactivate pop-up blocker for SupplyOn in Internet Explorer
After all, performance problems can also be responsible:
- Troubleshooting Performance Problems
If, despite your efforts, you still have problems creating the invoice, please contact Customer Support directly.
Totals and attachments
In the section "Totals" you will have an overview about the automatically calculated Taxes and the Total calculation.
- Total tax amount:
Calculated from the Net amount and the Tax rate.
The information can be changed in the section "Line items". - Total line items:
Calculated from the Net amount and the Taxes.
This data can be edited in the section "Line items". - Total additional amount:
Calculated from in the section "Additional invoice information" entered allowances / charges on document level. - Total amount:
Calculated from the Total tax amount plus Total line items plus Total additional amount.
The following upload formats are possible unless the application has been configured otherwise by your customer: BMP, CSV, DOC, DOCX, GIF, JPG, JPEG, PDF, PNG, PPT, PPTX, RTF, TIF, TIFF, TXT, XLS, XLSX, XML, ZIP
Checking and sending of an invoice
Before you send the invoice, you have the chance to check it for completeness. To do it, click on "Check".
Unless there are other hints or error messages, click on "Show details" for more information:
- Warnings: The invoice can be send even if there are shown.
- Errors: They have to be cleared before sending an invoice. If you're not able to solve the error yourself, then use the contact form and ideally add a screenshot of the error message.
By clicking on the description of the individual hint or error message you will get directly referred to the concerned field or box.
Click now on "Send" to send your invoice.
Create correction document for an invoice
In "Invoices" under "Sent" tab, select the invoice for which you want to create a correction document.
Click on the tree dots and afterwards select one oft he following options:
- "Credit note": use a credit note to correct partial amounts or the full amount of an already settled invoice.
- "Price variation credit": reduce the amount of the previously submitted invoice.
- "Price variation debit": increase the amount of the previously submitted invoice.
Archiving invoice
In order to archive the invoice, click on the link you have received with your order and log in with your user ID and password for SupplyOn .
- Click on "Transfer data to start invoice creation".
- Choose "Invoices".
- Set a checkmark in front of the invoice you want to archive.
- Click on "Download" and choose "Documents".
Payment request (Invoice payment)
If your customer is in arrears with the payment of an invoice, please get into direct contact with a responsible person from the customer. There is no dunning procedure in the application available.
Invoice creation - Payment information
In the segment "Payment" you can add the bank data, the payment terms and the required payment due date for your customer for the payment of the invoice.
Fill in the yellow marked mandatory field IBAN / Account Number.
FAQs
How can I create an invoice without a purchase order?
Go to "Invoice" and click on “Create or upload invoice” Choose “From scratch” to create an invoice without reference to a purchase order, or “From order” if there’s an existing order in the system. You can also upload a CSV or excel file by clicking “Upload CSV file” or “Upload Excel file” and selecting th e appropriate file.
What should I do if invoice creation is not possible?
First, check if the order was properly confirmed. Also, ensure that your pop-up blocker is disabled for SupplyOn , as this may cause interruptions. If the issue persists, try clearing your browser’s cache and cookies, or switch to a different browser or computer. For ongoing issues, please contact Customer Support.
How can I save or download an invoice draft?
After entering the initial invoice data, you can save it as a draft using the button in the lower right corner of the entry screen.
You’ll find saved drafts in the "Invoice ". To download choose the desired document and click “Download".
How do I create a correction document for an invoice?
At "Invoice", go to the “Sent” tab and click on the tree dots of the the invoice you want to correct. Click on “Create supplementary” and choose one of the following:
- Credit note – to correct the full or partial invoice amount
- Price variation credit – to reduce the previously invoiced amount
- Price variation debit – to increase the previously invoiced amount