Create a vendor invoice specification
Introduction
A vendor invoice specification can be created on the Home Portal and then managed by the vendor on the Vendor Portal, or the vendor can entirely manage it on the Vendor Portal. The second option is more convenient for both parties. To learn more about invoices on the Vendor Portal, see the Vendor Portal - Invoices module article.
Final vendor invoices are created by vendors on the Vendor Portal or in third-party invoicing tools.
I. Add a vendor invoice specification
Sign in to the XTRF Home Portal.
Click the button on the top menu bar and select Vendor Invoice from the drop-down menu.
Alternatively, go to the Invoicing module → Vendor Invoices tab and click the Add Vendor Invoice button at the top of the page.
The Select Jobs to Add Vendor Invoice pop-up window appears.
Select one or several uninvoiced jobs from the list and click the Add Invoice button.
When you select several jobs for one vendor, a single invoice specification will be created. When you select jobs for different vendors, a separate invoice specification will be created for each vendor.
If you have selected jobs for one vendor, you will be directed to the new Vendor Invoice page (see the section below). Otherwise, you will be directed to the Vendor Invoices tab, where you can locate the newly created invoice specifications and open them to edit further.
At this point, the new invoice specification is already created and stored on the Home Portal. Use the Save button at the bottom of the page to record any further changes to the invoice specification.
For empty invoice specifications:
Go to the Invoicing module → Vendor Invoices tab and click the Add Empty Vendor Invoice button at the top of the page.
You will be directed to the Add Vendor Invoice page.
Select the Vendor, Currency, and the Payment Terms.
(Optional) Provide the Gross Total and Net Total amounts.
(Optional) Provide the invoice specification number.
Provide the Invoice Date.
Click the Save button.
II. Check the invoice specification details
Before sending an invoice specification to your vendor, make sure all its details are correct. To do so, perform the following steps:
Go to the Invoicing module → Vendor Invoices tab.
Locate the invoice specification you want to check and click the icon. You will be directed to the invoice specification page.
In the Internal Number section, you can check the number assigned to this invoice specification for internal use.
The Internal Number is assigned automatically, according to the scheme set in the Configuration Menu > Templates > Numbering Schemes > Vendor invoice specification numbering scheme.In the Invoice No field, you can provide the final invoice specification number.
In the Invoice Date section, you can check or change the date that will appear on the invoice specification.
In the Payment Terms section, you can select specific terms for this invoice specification from the drop-down list.
From the Payment Method drop-down list, you can select how the vendor will receive the payment. If you can’t find the correct method on the list, click the Add button to create a new method (see the https://xtm-cloud.atlassian.net/wiki/spaces/XKB/pages/3252421073/Configure+payment+settings+for+vendors+and+clients#Define-payment-methods-for-vendors guide).
In the Tax Calculation Rule section, you can change how the taxes are calculated for this invoice specification. Click the Change button and select the desired rule with the radio button.
In the Gross Total section, you can check or change the amount of all items with the consumption tax applied. Click the Change button and provide the new amount.
In the Currency section, you can change the default currency. Click the Change button and select the desired currency from the drop-down list.
Changing the invoice specification currency will result in the recalculating of all invoice items and paid values according to the currency rates set in the system.In the Net Total section, you can check or change the amount of all invoice specification items before the consumption tax is applied. Click the Change button and provide the new amount.
In the Jobs Net Total and Jobs Gross Total sections, you can check the net and gross amounts of all jobs included in the invoice specification.
In the Expected Payment Date field, you can check or change the date when your company plans to pay the vendor invoice in full.
The expected payment date is defined by the payment terms set either in (1) Configuration menu → Clients and Vendors → Vendor Settings → Payment Terms tab or (2) this vendor profile → Main Data tab → Invoicing subtab → Payment Terms subtab. To learn more about setting payment terms, see the https://xtm-cloud.atlassian.net/wiki/spaces/XKB/pages/3252421073/Configure+payment+settings+for+vendors+and+clients#Define-payment-terms-for-vendors-and-clients guide.In the Categories section, you can assign a custom label to this invoice specification. To learn more about categories, see https://help.xtm.cloud/xtrf/home-portal/configuration-menu/en/categories.html.
In the Jobs table, you can manage the jobs included in the invoice specification.
From the Specification Template drop-down list, you can select the desired template for this invoice specification. To learn how to add document templates, see the https://xtm-cloud.atlassian.net/wiki/spaces/XKB/pages/3353640990 and https://xtm-cloud.atlassian.net/wiki/spaces/XKB/pages/3252415451 guides. To preview the invoice specification, click the Download Specification link.
In the Invoice File section, you can download the invoice specification file sent by the vendor from the Vendor Portal or add such a file if you received it outside the Vendor Portal.
Click the Save button.
To learn about all the fields and options of XTRF invoice specifications, see https://help.xtm.cloud/xtrf/home-portal/modules/en/vendor-invoice-page.html.
III. Send an invoice specification to the vendor
Go to the Invoicing module → Vendor Invoices tab.
Locate the invoice specification you want to check and click the icon. You will be directed to the invoice specification page.
Scroll down to the bottom of the page.
In the Send Invoice to section, select to whom the invoice specification will be sent. You can add a new contact person by clicking the Add Contact Person button and providing the necessary details.
If you leave the Unspecified option, the invoice specification will be sent to the vendor’s main e-mail address.Click the Send by E-mail button to send the invoice specification without previewing.
Click the Edit and Send button to edit the e-mail sent to the vendor along with the invoice specification.