This is step-by-step guide to creating an invoice from a purchase order. A purchase order (PO) conversion (flip) enables you to instantly convert a purchase order into an invoice within Tradeshift. This feature is the fastest, most accurate method for vendors to convert a purchase order into an invoice, as the invoice will be automatically populated with the data from the purchase order.
When creating multiple invoices from the same order, you can use partial order invoicing. This comes in use when the customer sends one large purchase order for the year with monthly services that need to be performed. You can therefore create multiple invoices against that purchase order instead of receiving many small orders.
Note: If you have received an order change from your customer, that order change replaces the original purchase order. In this case, you should use the order change for the conversion (flip) and not the purchase order. For more information on what an order change is and how to process it, please access this article.
Follow the steps below to create a partial or a full purchase order invoice:
- Access the Document Manager app via the sidebar. If the Document Manager app is not in the sidebar, click on All apps and search for Document Manager.
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Make sure to click on Clear all if the option is activated, search for the purchase order you wish to invoice against. To easily find purchase orders, filter your view to display purchase orders and order changes, as described here. You can also search for the purchase order number by adding the purchase order ID in the search bar. If the purchase order is not available, reach out to your customer in order to upload it.
- Select the purchase order by ticking the box on the left side of the purchase order in status Received.
- Click on the Create invoice from orders option that will become available on the bottom of the screen. This will open the line selector panel which will display the order line items and the remaining quantities that have not yet been invoiced.
- Select the lines you would like to flip to the invoice by ticking the box next to the purchase order line. For full invoice, select all line items.
- Click on the Create Invoice button at the bottom of the screen. The Create page will open, with the purchase order data already populated. Edit the purchase order line data, as needed, and then click Send. The invoice will be generated and sent to the customer.
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