Other wikis
- EC Legacy eProcurement systems
- EC business guide mainly for eGrants
- EC technical wiki mainly for eGrants
- EC External Actions
To be able to manage and submit invoices, you need to be defined as Accounting Manager at least at the level of the framework contract.
Navigation
At any time during the preparation of the invoice, you will find a progress bar on top of the screen.
This line shows all the steps you have to go through before submitting your tender. You can also see the step you are currently in:
this progress bar enables you to quickly access the step that you need and go to a previous step if needed.
At any time during the preparation of the invoice and after its submission, a
button enables you close the invoice and go back to the list of invoices related to the contract.
Create invoice
| 1 | As an Accounting Manager, open My Contract(s) from the left-pane.
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| 2 | Expand the Framework Contract by clicking on + in order to view the list of the related specific contracts.
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| 3 | Click on the Action menu for the contract for which you want to issue an invoice.
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| 4 | Click on Manage Invoices.
You’ll see the list of commercial invoices with a draft or submitted status created in the portal. |
| 5 | Click on + New invoice.
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| 6 | Enter the required information. The Supplier section will be automatically filled in and cannot be edited. Indicate the contact person, on your side, for this invoice.  |
| 7 | Click on Next.
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| 8 | Customer Data is prefilled and not editable. Click on Next.
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| 9 | Enter required information at the Invoice form step and click on Next. You have to encode the invoice number, invoice date, invoicing currency & payment means. You may indicate the start and end date of the invoicing period and other details. Some fields are pre-filled and cannot be edited.
At the Invoice form step, you can upload documents: receipt advices, delivery notes… You will drag and drop the files.
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| 10 | Click Save to save the progress on invoice so far, then click on + New invoice line.
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| 11 | Once the required information is entered, click on Save Line and then on Next. In each invoice line, at the bottom, you will find a recap table and the line total amount calculated by the system.
The line remains editable. |
| 12 | Follow the last 2 steps to create other lines. |
Submit invoice
| 1 | Click on Next to continue.
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| 2 | At the confirmation step, all details entered in the previous steps show. Check & edit if necessary. For each section, you will find an Edit button. Once all details are checked, click Submit at the bottom of the page.
Back into the list of invoices that you manage, you will find your invoice whose status is now submitted. The invoice has been sent to the contracting authority and has also been generated in PDF format. |
View or download invoices
| 1 | Click on Actions next to the submitted invoice.
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| 2 | Click on View Invoice in order to display all its details on the screen, in the Funding and Tenders portal.
At the page bottom, you will find two buttons:
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| 3 | Or click on Download Invoice to immediately download it in PDF format (in Human Readable Format).
Open the downloaded file, the PDF will contain all invoice data.
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Edit invoice
| 1 | As long as the invoice has not been submitted, you can edit it. Open My Contract(s) from the left-pane, find the specific contract and click on the Actions menu in order to select Manage invoices. Then click on the Actions menu in front of the draft invoice. |
| 2 | Click on Edit invoice.
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| 3 | You are able to save and close the invoice at any time. |
Delete an invoice, a line or an attachment
As long as the invoice is in draft,
- You will find a 'delete' option via the Actions menu. You have to confirm the deletion.
- In the draft invoice a line can be deleted by clicking on Delete. Click on OK to confirm.
- In the draft invoice, you can delete an attachment by clicking on Delete. Click on OK to confirm.
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