This document outlines the process for capturing, submitting, and tracking invoices within the the system. It also explains the approval workflow, from invoice creation through to final GRN/Invoice creation in the ERP system

The below diagram further highlights the workflow a potential workflow

Capturing an Invoice

Step 1: Open Requisition / PO

1. Log into Green-Field
2. Search using:
   • PO number OR
   • Requisition number

Step 2: Create Invoice

Open the requisition

1. Select “Create Invoice” under the options menu top right.
   
   
2. The system will auto-populate some fields.

Step 3: Capture Invoice Details
Input value in fields.

Notes on fields:

• Invoice Number (Supplier invoice number, not the ERP's number, that number has not been generated)
• Received Date (Important for tracking)

• Ensure Invoice number is unique for each supplier

Step 4: Upload Supporting Documents
Navigate to the left pane “Attachments”

Attachments may vary based on your system configuration.

Choose file and upload.

Mandatory:

• Supplier Invoice
  There might be more marked as required.

Optional (if available):

• Evaluation Form
• Delivery Note
• Purchase Order

System will not allow submission without required documents.

 Step 5: Save Invoice

• Click Save.
• Invoice remains in your inbox for further editing and can be found under items assigned to you on e-Procurement.

Step 6: Submit for Approval

• Click Request Approval

Invoice is routed into the workflow until final approval for processing.