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Upload and check a supplier invoice ​

When to use it ​

Add or replace an eTIMS invoice and record whether it has been checked. eTIMS is the electronic tax invoice used to support the purchase.

Before you start ​

  • You need supplier-order document rights and a completed order eligible for invoice management. Have the correct invoice for that order.

What this changes ​

The invoice and its verification state appear on the order. Replacement or removal changes the supporting document available for bill review.

Documents support order and payment checks. An accounting sync sends information for external processing; a success message alone does not prove the external record is correct.

Steps ​

  1. Open the supplier order details and check the order reference and supplier.
  2. Under More actions, choose Upload Invoice or Replace Invoice, as available. Select the correct file and wait for confirmation.
  3. Use Open Invoice or the invoice row’s open control to read it. Compare its supplier, reference, items, quantities, and amounts with the order.
  4. Use the invoice’s Verify switch only after checking it. Switch it off if the verification must be withdrawn.
  5. If an incorrect invoice must be removed, use Remove Invoice where offered, then check the documents again.

Screenshot placeholder: Upload and check a supplier invoice. Show completed order details → invoice actions and Verify switch, with the controls described above visible.

Screenshot to add: Upload and check a supplier invoice. Show completed order details → invoice actions and Verify switch, with the controls described above visible. Capture filename: images/manage-order-invoice.png.

Restrictions and help ​

  • Only actions offered for the order are available. A failed receipt-time invoice upload can be retried here after confirming the receipt succeeded.
  • Verifying an invoice does not approve the supplier bill or schedule payment.
  • If upload or verification fails, reopen the order to check its current documents before retrying.

If something went wrong ​

If the wrong invoice was uploaded, open the saved file and confirm the order, supplier and invoice reference. Use the invoice replacement or removal controls described above, according to the available action. Check whether the invoice had already been verified before replacing it.

After an uncertain upload, reopen the order's invoice section and check for the file before uploading again. If the wrong invoice was verified or used for bill review, give the reviewer the order and bill references and the correct invoice. Replacing a file does not change received quantities or a payment already made.

Check the correction ​

Open the saved invoice, check the supplier, reference and amounts, and have the reviewer check its verification state and any bill approval based on the earlier file.