Welcome to the help section

Invoicing

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Creating an Invoice
Creating a by Line Invoice
Creating a Draft Invoice

Creating an Invoice:

To access the invoicing portion of the supplier portal, select either PO from the navigation bar or Invoice PO’s from the My Daily Tasks section.

If you choose the PO link, you must then select the Create Invoice radio button from the group for navigating to the correct screen.

In the Create Invoice screen, a listing of PO’s will be display. Supplier can search for specific PO’s utilizing the given search fields.

Select the Invoice hot link to the right of the PO # to create an invoice.

There are two methods of Invoicing that is available.

  1. nvoice – Creates a standard invoice with one Invoice # for one or more lines for any given PO.
  2. Invoice by Line – Allows you to submit multiple different Invoice #s for different lines on any given PO.

Note: ALL PO’s will be displayed to create an Invoice even if they were previously invoiced. Please note for your reference which PO’s have been invoiced, so there aren’t multiple invoices for the same PO. We are aware of this issue and recognize it is a much needed improvement to the system, we are hoping to make improvements for this in the near future.

Duplicate Invoice # submissions are not allowed.

**IF you are unable to find a specific PO to Invoice, remove the Order Date From/To search filters & Select FIND.

1 – Creating a Standard Invoice

Click here to view tutorial on Creating a Standard Invoice

In the Invoice a Purchase Order screen, complete all of the applicable information. Required fields include Invoice #, Invoice date, Bill of Lading #, shipment date, A/R Contact Persons’ Name and email.


NOTE: Invoice# cannot contain special characters or spaces i.e; * / \ % # . If any special character or spaces are entered they will be automatically removed.


NOTE: Bill Of Lading # cannot contain special characters or spaces. You will receive a hard stop error message and you will need to remove any special characters or spaces.

Invoices can only be back dated by 7 days.

Tax Info Supplier VAT # is required only for International Suppliers.

In the Invoice Item window, the PO lines ready for invoicing are displayed.

Check the boxes to activate the PO lines to invoice. ​

Reference the original quantity ordered and insert the quantity shipped for invoicing (Quantity Invoiced). The extended cost will calculate based on the invoice quantity and unit price.

For service type orders, the ability may exist to either enter in the quantity and/or the extended cost.

Additional charges and/or allowances can be added to the invoice if needed. These charges should not be added separately if they are listed as purchase order miscellaneous line item.

NOTE: Miscellaneous charges such as artwork, setup, die, plate and other charges known prior to invoicing should be added to the PO prior to this step.

The miscellaneous charge request form for adding these charges is available from the PO acknowledgement, revision or inquiry screens. See the miscellaneous charge request help section.

Once the Invoice is ready, you can select Save & Submit or Save as Draft to complete the invoice at a later date. To submit the Invoice for payment, you MUST SELECT SAVE & SUBMIT.

You will receive a pop up when the invoice is submitted successfully.

After submitting an invoice for payment, you can view the invoice status by navigationg to Payment> Invoice Status. NOTE: Your invoice will not display here immediately after submission, please allow a few hours for the submission to be processed.

2. Creating a by line invoice:

Click here to view tutorial on Creating a by Line Invoice

The by line invoice link is featured directly next to the regular invoice link on the create invoice tab. This page offers the same functionality as the existing invoicing page with the small caveat that unique invoice numbers may be supplied to each PO line item. Additional charges may also be applied and they are available for entry at the bottom of the invoicing screen. You must provide the invoice number where you wish to apply the miscellaneous charge. The totals at the bottom of the entry form will show a summary of the invoices, amounts and charges that will be submitted.

Saving an Invoice as draft:

Click here to view tutorial on Saving Invoice as Draft

Invoices can be either saved as draft to be completed at a later time or they can be submitted to Amway right away (Save & Submit).

Draft copies can be saved by clicking “Save” from the Create invoice screen. A message will be displayed to confirm draft invoice has been saved. This action will not submit any invoice information to Amway.

Draft invoices can be resumed by going to Payments/My Draft Invoices

The draft invoice screen will provide the following options:

  • Print Saved Invoice
  • Delete Saved Invoice
  • View Draft Invoice by selecting Draft.
    • To review draft invoice for submission, click Draft. The create invoice screen will open where the invoice information was left. To modify quantity on a draft invoice just uncheck the item line and check it again to have the Quantity Invoiced field available to be changed.

Additional charges and/or allowances can be added or deleted if needed as it was explained in this guide previously.

Once all charges are added and you have validated that all the information & inputted data/amounts are correct, select Save & Submit. Please make sure to review the entire invoice when Submitted from Draft to assure that all the data is completed. An invoice confirmation message will appear when the invoice is accepted.

After submitting an invoice for payment, you can view the invoice status by navigationg to Payment> Invoice Status. NOTE: Your invoice will not display here immediately after submission, please allow a few hours for the submission to be processed.