In this topic you learn how to view invoices on the Supplier Portal. After completing this topic, you should be able to:
- Review general invoice information and access details for a specific invoice
- View associated documents including Purchase Orders, Receipts, Payment Schedule and Payments Made
To view invoices you must navigate to the Review Invoices section of the Supplier Portal. From the Supplier Portal homepage click on the Review Payment Information link. This is located in the Menu section at the top left, in the list of links below the Search box. Click the Review Payment Information link.
The Review Payment Information menu page generally includes three links: Invoices, Payments, and Account Balances. Other topics in this lesson explain how to view payments and account balances using the corresponding links here; this topic covers only how to view invoices. Click the Invoices link to view invoice information.
When you click the Invoices link you may see the Review Invoices/Select Vendor page. You will see this page only if your vendor ID has access to respond to bids for other vendors. If so, this page displays a list of vendors that might have invoices you need to view. If your vendor ID does not have this access, you will go directly to the Review Invoices/Filter Options page. The Review Invoices/Select Vendor page is a list of all vendors this vendor ID has access to, arranged in two columns: Vendor Name and Vendor ID. The list is sorted by Vendor ID and you cannot sort by Vendor Name. Also, only the vendor names are clickable links. Click the vendor name to select the invoices to view.
When you click a vendor name from the Select Vendor list (or immediately upon clicking the Invoices link from the Review Payment Information menu page), the Review Invoices/Filter Options page is displayed. This is a search page that allows you to enter various search criteria to try to pinpoint the invoice or invoices you are looking for. Below the page title at the top of the page is the name of the vendor whose invoices you are searching for Below this is the Search Criteria section of the page where you can enter the search criteria to filter your search results. The search criteria are:
From Invoice Number
To Invoice Number
Item ID-This is the State of Minnesota item number that appears on the Purchase Order. State buyers can purchase by selecting an Item Number from a catalog of items, and vendors who supply the State can track their activity by Item Number. Use this criterion to filter the search results to show only invoices that include this Item ID. You can only filter by a single Item ID for each search. You can use other filters on this page, such as From/To Invoice Number or From/To Date to further limit the search results. Note: In some cases the Item ID may be absent. This likely indicates a special purchase or service. Leave this field blank to include all items, including blank Item IDs.
Vendor Item ID-This is the vendor's internal ID for the item. This number will appear on the Purchase Order if it has been provided to the State and added by the buyer.
Approval Status-This is the status of the invoice. This is a dropdown list that includes the options Approved, Denied, and Pending. You can also leave this field blank to search for invoices in all approval statuses.
The From Date and To Date fields are the only ones that default on this page. The To Date field defaults to the current date and the From Date field defaults to one month prior to the current date. Click the Search button when you have entered all your search criteria.
The search results display in a page called Review Invoices/Invoice List. The Invoice List includes all invoices that meet the criteria established in the Filter Options page. Just below the page name is the vendor name again. Just below that is the Set filter options link. This link returns you to the Review Invoices/Filter Options page to change the search criteria and search again. Also, if the vendor has access to multiple vendors' invoices, the Return to Vendor List link will appear. This link returns you to the Review Invoices/Select Vendor page where you can click on a different vendor name and then search for invoices for that vendor.
Below the links just described is the Invoice List table that displays the search results. The Invoice List includes all invoices that meet the search criteria. The following columns are included in the Invoice List: Invoice Number, Invoice Date, Gross Amt, Approval Status, Due Date, and Voucher.
By default the table is sorted in reverse order by the Invoice Date, but you can click on any of the column headers to sort by that column's data. Just click a second time to sort the results in the reverse order. There may be many invoices that meet the search criteria. The Invoice List table has a vertical slider you can use to navigate up and down within the table, or you can click the Set filter options link above the Invoice List and narrow your search criteria.
Click on the Invoice Number to view details for that invoice. Only the Invoice Number field is linked.
Clicking the Invoice Number takes you to the Review Invoices/Invoice Details page for the selected invoice. The Invoice Details page includes many sections with different information related to the invoice. At the top left is the Invoice Header information, although the section is not labeled. This area includes the Vendor Name and then below that the following fields: Invoice Number, Invoice Date, Due Date, Discount End Date, Approval Status, Payment Status, and Terms. To the right of these fields, and also part of the Invoice Header, is the Invoice Total section. This section displays the Gross Amount, Discount, and Net Amount of the invoice.
The next section down on the Invoice Details page is the Invoice Line Details. This section displays information relative to each of the lines on the invoice. One invoice may have multiple lines representing different items being invoiced. The columns in this section include: Item ID, Description, Statistic Amount, UOM, Unit Price, and Merchandise Amount. If there are multiple lines you can scroll through them by clicking the Show next row button, or click the View All link to display all rows in this section.
The next section on the Invoice Details page, below the Invoice Line Details section, is the Payment Schedule section. This section provides details on a payment if one has been made. If no payment has been made then it provides the date when the payment is scheduled. The Payment Schedule section includes details in the following columns:
Payment Number: Indicates the transaction number that was assigned to the payment.
Gross Amount: The total amount of the payment.
Method: The method by which the payment was made.
Status: Indicates the current status of the payment. Valid values for this field are: Selected, Unselected, Paid, Canceled, Prepaid, Convert Error, Closed, Negative Voucher Sum, or In Process.
On Hold: Indicates if the payment was placed on hold.
Wthd Hold: Indicates if the payment was placed on hold because of withholding.
You may need to scroll down to display the remaining sections of this screen. Click the vertical scrollbar.
The next section of the Review Invoices/Invoice Details page, moving downward, is called Payments Made. This section shows the details of any payments made on this invoice. If no payment has been made on the invoice, these fields will be blank. The columns in this section are: Reference, Date, and Amount. Reference is the State voucher number for the payment. This number is a clickable link. If you click it you will be taken to the Review Invoices/Payment Details page. If a payment has been made, click theReference link.
Clicking the Reference link takes you to the Review Invoices/Payment Details page. This page provides more detailed information on the payment that was made. At the top of the page the vendor name is shown and below that is the voucher header information. These fields include: Invoice Number, Method, Amount, Paid To on the left side, and Payment Date, Pay Status, Last Action Date, and Currency on the right. Just below the voucher header information is the contact information from the voucher header. This section displays the contact information for the vendor that was paid on this voucher. The fields include Country, Address 1, Address 2, Address 3, City, County, State, and Postal. Just below the address information is a field labeled From which shows the source of the voucher.
You may need to click the vertical scrollbar to display the bottom part of the Payment Details page.
At the bottom of the Review Invoices/Payment Details page is the section called Payment Advice. This section displays details of the invoices that were included in this payment. The section is wide and you will need to use the horizontal scrollbar to display the right side of the section. Starting from the left, the Payment Advice section includes these fields:
Invoice-The invoice number supplied by the vendor or other text or numbers identifying the payment
Voucher ID-The system-assigned identification number given to a voucher when it is created
Agency Contact Description-Contact description for the state agency making the payment
Agency Contact Phone#-Phone number for the State agency making the payment
Gross Amount-The full amount of the voucher, including merchandise and service amounts, freight, and sales tax
Discount-Includes the discount amount applicable, if any
Discount Taken-Includes the discount amount taken, if any
Now click the horizontal scrollbar to slide to the right and display the remaining payment advice details. The right side of the Payment Advice section contains the following fields:
Paid Amount-Amount paid to the vendor
Portion Paid to Third Party? Check box indicating whether or not a portion of the payment was made to a Third Party
Customer Account #-The account number specified by the vendor that identifies the State of Minnesota, state agency, or individual
Payment Message- Message included on remittance advice and check stubs. Typically includes additional information regarding the payment
Click the horizontal scrollbar to move back the left side of the section
Click the Return to Invoice Details link at the bottom left of the Review Invoices/Payment Details page to return to the Review Invoices/Invoice Details page.
There are several other sections on the Review Invoices/Invoice Details page. Click the vertical scrollbar to move further down the page and see the rest of the invoice details.
The next section after the Payments Made section is called Purchase Order section, which displays the Purchase Order that initiated the transaction. The Purchase Order section contains the following fields:
Purchase Order-This is the Purchase Order ID in the Minnesota State system. Click the Purchase Order link in this column to access the Purchase Order Lines page.
PO Date-The date the Purchase Order was dispatched
Status-Valid values for the Status filed include: Initial, Open, Complete, Canceled, Dispatched, Approved, or Pending Approval.
The next section of the Review Invoices/Invoice Details page is Receipts. The Receipts section shows any receipts that are associated with the invoice. This section may contain no data if no receipt has been processed yet. The Receipts section includes the following fields:
Received Date-the date the receipt was entered
Receipt Number-The system generated number assigned to the receipt. Click the link to access additional receipt details.
Bill of Lading-Bill of Lading number
Packing Slip-Packing slip number
Click the Return to Invoice Details link at the very bottom of the page to return to the main invoice page where additional invoices can be selected to be viewed.
Remember you can click the Set filter options at the top left of the page to change the search criteria, or the Return to Vendor List link just to the right to search for invoices from a different vendor, if applicable.
In this topic you learned how to view invoices on the Supplier Portal. Having completed this topic you should now be able to:
- Search for invoices using the invoice search page
- Review general invoice information and accessed details for a specific invoice
- View associated documents including Purchase Orders, Receipts, Payment Schedule and Payments Made