Process Vendor Submitted Invoices
When it comes time to pay your vendor contacts for their work, you can either record a new invoice in the system for them, or they can generate an invoice from their Vendor Center that you can approve and pay.
If your vendor generates an invoice through their Vendor Center (and does not send you their invoice via mail or email), then you will need to process their submitted invoice before it can go through the approval and payment steps.
In the Vendor Center, when viewing a specific PO, your vendor contacts will see a ‘Create New Invoice’ button.
This button will redirect them to a new page where they can upload their invoice. On the upload invoice page, they will be required to enter the invoice number, amount, and due date. They will also need to upload a PDF of the invoice and can choose to enter a note.
Note
If an invoice is submitted from within the Vendor Center to a PO that is associated with an editorial, this will trigger a notification to the Editor(s) found on the PO. If the PO is associated with multiple editorials that have different Editors, each editor will receive the notification. There is a link in the email that will open the Vendor Submitted Invoice in the system so it can easily be reviewed.
When a vendor contact uploads an invoice through their Vendor Center, it will first need to be reviewed on the Payables > Process Submitted Invoices page. You need the user permission 'Create New Invoice' under the 'Payables Access' permission section to access this page. This page shows a table of all the vendor submitted invoices waiting to be brought into Ad Orbit.
Clicking on the invoice number will open the invoice PDF uploaded by the vendor.
The PO Number is also a link that will open the Purchase Order Details page in Ad Orbit.
By using the ellipses icon, you can either record or reject the invoice.
Once the invoice is recorded, your next steps will be to approve the invoice and record payments. Go to the Approve a Vendor’s Invoice help center page to learn more about the next part of the process.
New 7/26/2024