Submit an Invoice
Overview
Submitting an Invoice in SupplierGATEWAY allows suppliers to formally request payment for goods or services that have been delivered in accordance with an approved Purchase Order or contract. The invoicing process ensures accuracy, transparency, and timely payment while supporting compliance and financial controls.
This article explains how suppliers submit an Invoice within SupplierGATEWAY, including where the invoicing function is accessed, how invoice details are entered, and what occurs after submission.
Prerequisites
Before submitting an Invoice, the following conditions must be met:
The supplier has an active SupplierGATEWAY account.
The supplier record is approved and active.
A valid Purchase Order or contract exists, if required.
The user has permission to submit invoices on behalf of the supplier.
Invoice documentation is available.
Access the Invoice Submission Function
Log in to SupplierGATEWAY.
From the main menu, select the Invoicing, Billing, or Supplier Portal application.
Navigate to Invoices or Submit Invoice.
Select Create New Invoice.
The system opens a new Invoice submission workspace.
Submit an Invoice
Step 1: Select Purchase Order or Reference
Select the applicable Purchase Order, contract, or reference number.
Confirm supplier and buyer information is populated automatically.
Verify remaining available balance, if displayed.
If no Purchase Order is required, manually enter reference details as permitted.
Step 2: Enter Invoice Details
Enter the invoice number.
Enter the invoice date.
Enter the total invoice amount.
Confirm currency and tax information, if applicable.
All required fields must be completed to proceed.
Step 3: Add Line Items
Review pre-populated line items from the Purchase Order, if applicable.
Enter quantities and amounts being invoiced.
Ensure line item totals match the invoice total.
The system validates amounts against the Purchase Order where applicable.
Step 4: Attach Supporting Documents
Upload the invoice document.
Attach any required supporting documentation, such as delivery receipts or time sheets.
Confirm document visibility and completeness.
Attachments become part of the invoice record.
Step 5: Review and Submit
Review all invoice details for accuracy.
Confirm totals, references, and attachments.
Select Submit Invoice.
The invoice status updates to Submitted or Pending Review.
Track Invoice Status
After submission, suppliers can:
View invoice status updates.
See validation or exception messages.
Respond to requests for clarification or correction.
Statuses may include Submitted, Under Review, Approved, Rejected, or Paid.
Outcome
Once an Invoice is submitted:
The invoice enters the buyer’s review and approval workflow.
All invoice data is stored for audit and reporting purposes.
Suppliers can monitor payment progress through SupplierGATEWAY.
Related Articles
Create a Purchase Order
Understand Requisitions and Approvals
Manage Supplier Records
Submit Supporting Documentation
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