Capital Projects / Projects

Creating Invoices (Vendor Help)

After you have completed a contract for a work package with the employer, you will set up the terms of payment. You can use the Projects application to create invoices for your employer for work you have completed. After you create an invoice you can submit it immediately, save the invoice and submit it later, or withdraw an invoice that you have created but not yet submitted.

You can track all invoices you have created. You can also review payments on these invoices. For information on viewing your invoices and payments, see the Reviewing Invoices and Payments topic.

Creating and Submitting an Invoice

When you create an invoice, you can save a draft of the invoice and issue it later. If you have not yet issued the invoice, you can edit it. Once an invoice has been issued, you can no longer edit it.

To review work packages and submit an invoice:

1. Select the Contract / Create Invoices task.
   All of your current work packages are listed in the Work Packages frame.
2. Select a work package.
   The invoices panel shows the invoices that are currently associated with the work package. The Work Package Action Items panel shows the actions for the work package.
3. In the Invoices panel, click Add New.
   The Invoice form appears in a new window.
4. Enter values for the fields as needed for your invoice. The Invoice Number is system-generated when you save the invoice. The program also tracks the Invoice Status according to whether you issue or withdraw the invoice.
5. For a description of the fields, see Invoices table.
6. Do one of the following:
   • Click Save Draft to save your invoice and submit it later.
     Your invoice is saved but not yet submitted. The invoice appears in the Invoices panel. This gives you the option to add edits before you submit your invoice.
   • Click Issue to save your entries and submit the invoice. A message asks you to confirm that you want to issue the invoice; once issued, you cannot edit or withdraw the invoice.
   • Click Withdraw to withdraw the invoice. This changes the invoice status to Withdrawn. If needed, you can edit a withdrawn invoice and can Submit it. You can withdraw an invoice as long as it has not been issued.
7. To add a document, after you save the invoice, click the Check In New Document button that now appears next to the Document field. Browse for and select the document to be attached. This file can now be viewed using the Show Document button.
8. To edit an invoice that has not been issued:
   1. In the Invoices panel, click the Select button next to the invoice you just created.
      Your invoice appears in a new Invoice window.
   2. Make edits as needed.
   3. Click Submit.

Withdrawing an Invoice You Have Created

You have the option to withdraw the invoice if the status of the invoice is "Created".

Note: You cannot withdraw an invoice that has already been submitted.

To withdraw an invoice that has been created:

1. Select the Contract/Create Invoices task.
   All of your current work packages are listed in the Work Packages panel.
2. Select a work package.
   The invoices that are currently associated with the work package are displayed in the Invoices panel.
3. In the Invoices panel, click the Select button next to the invoice that you want to withdraw. The invoice must have a status of N/A.
   The Invoice dialog appears in a new window.

   Note: If the invoice has been submitted, the Invoice dialog presents a read-only view of the Invoice; the invoice is not available for editing.

4. Click the Withdraw button to withdraw the invoice you created.
   The status of the invoice is changed to "Withdrawn."