When you manually create new vendor invoices in XTRF, they are not ready to be sent to vendors right after creation. You need to take several steps before the invoice can be sent (for details, see the Create a vendor invoice guide). However, this process can be automated using a Vendor Invoicing periodic job.

1. Go to the Configuration menu → Integration → Periodic Jobs.

2. In the list of periodic jobs, locate and open the Vendor Invoicing job in edit mode.
   
   

Open

If you can’t locate the Vendor Invoicing periodic job or want to create another one, click the Add button above the list and add a new job of the Vendor Invoicing type.

Open

3. In the Job Configuration section, specify the invoice settings:
   
   

    

   1. Select the Invoice Status that will be assigned to invoices by this periodic job:

      • Postponed – to suspend the invoices because of unresolved issues.

      • To be Sent – to allow a Home Portal user to check the invoices and e-mails before sending them manually. With this option, you can make invoicing less formal and add a personal touch to every e-mail.

      • Sent – to send the invoices to vendors so they can fill out the missing data: invoice number, date, and payment method, and upload their own invoice files (for details, see the Add a new invoice upon specification on the Vendor Portal guide for vendors).

      • Confirmed – to mark the invoices as those for which vendors have filled out the missing data.
        Vendors will not be able to make changes to the Confirmed invoices.

      • Bill Received – to mark the invoices as those ready to be paid.

   2. Select the Vendor Invoice Responsible:

      • System Default – the Home Portal user defined as the default Vendor Invoice Responsible in the Configuration menu → Clients and Vendors → Vendor Settings → Invoicing tab.

      • A specific Home Portal user responsible for vendor billing.

   3. Select the invoice Payment Terms:

      • Select one of the payment terms defined in the Configuration menu → Clients and Vendors → Vendor Settings > Payment Terms tab.

      • Select the Use Vendor Payment Terms option to use the payment terms defined in the vendor profile → Main Data tab → Invoicing subtab → Payment Terms subtab.
        For more details about configuring payment terms, see the Configure payment settings for vendors and clients guide.

   4. (Optional) From the XTRF Macro Executed as a Post-action dropdown, select a macro you want to be executed by this periodic job after creating an invoice.

   5. Select the required Job selection filter by selecting a specific Jobs view configured in the Projects module → Jobs tab (for details on configuring views, see the Create a new Smart view article). To review the selected view settings, click the Show details link.

4. In the Execution Configuration section, specify how often this periodic job should be triggered. For details, see the Add a periodic job guide.
   
   

5. Click the Save button.

This periodic job will regularly check the view with uninvoiced jobs and create vendor invoices according to your settings.