Create an invoice from a contract signed in the portal

• Open the Contracts section in the left-pane. and display the list of specific contracts under the Framework Contract by clicking on.
• Click on the Action menu (1) next to the specific contract for which you want to issue an invoice and click on Manage Invoices (2).
  
  You’ll see the list of commercial invoices and credit notes already created for this contract if any.
  The contract title and number is retrieved in the eInvoicing pane.
  

• Click the button to create a new/first invoice or a new credit note NOT based on an invoice prepared in the portal (while the contract was signed in the portal).

If you have no rights on a specific contract, then the first invoice should be created using this link. Afterwards Invoices will appear in the left panel.

Create a credit note from an invoice

Credit notes can be created, for example, from a Submitted, Received/In progress, Suspended invoice. 

• You will open Invoices section in the left-pane.

• Search for the invoices and credit notes related to the specific contract by filling in the Contract Reference field for example.

If the invoice amount was fully or partially rejected by the contracting authority, they will suspend the invoice and wait for the credit note.
     The invoice status will be set to 'Suspended'. 

• Open the Actions menu.
• Click on Create Credit Note to copy the invoice details / the amount to be credited in the credit note. Attachments will not be copied.
  
  

Create a blank invoice / blank credit note

These are invoices or credit notes where the contract was NOT signed in the portal or invoice was NOT sent through the F&T Portal.

• Open Contracts and click on Manage blank invoices. Then click on New Blank invoice or New Credit note.
  

• You may also open Invoices and click the +New Blank invoice button (1) or the +New Credit Note (2) button
  

Copy an invoice/credit note

• Open Invoices 
• Search for the invoice or credit note
• Open the Actions menu and click on Duplicate to copy the invoice or credit note details. Attachments will not be copied.
  
  

Once your first invoice has been drafted the Invoices section will appear in the left-pane.

The first two steps will be filled in automatically and are not editable. They will be retrieved from the contract data provided when:

• You duplicated an invoice;
• You started from a contract signed in the portal

In case you are creating a blank invoice, fill in the Supplier and Customer steps.

• Select the contractor by clicking on the double arrow for the system to add the contractor's details.
  As initiator of the invoice, you will be added as the contact person. You can edit those details. Click on Next.

• You will select the contracting authority from a drop-down list by clicking on the double arrow for the system to fill in the customer's details. Click on Next.

You will drag and drop the files or upload them via Choose Files (1).

Depending on the selected customer you want to invoice, a second Description text-box might appear. You may enter a free-text to describe the content/type of attachment.

Once you've entered all the relevant information, click Next (2).

Click on .

In case of a contract based invoice in the upcoming months, by clicking on +Deliverables you will be able to select from a list, the deliverables that were submitted through the portal and accepted by the contracting authority and for which you are preparing the invoice. (This will also depend on the deliverable type). 

Once the required information is entered, and once completed click on Save Line.

In each invoice line, at the bottom, you will find a recap table and the line total amount calculated by the system.

You will then be redirected to the Invoice details. 

To edit the invoice line, click on its name. 

To add other invoice lines, repeat the last 2 steps.

If you created several invoice lines and sorted them by category (e.g; Incidental Expenditures, Global Price Fees) using the Line category field, you will find several sections and subtotal amounts in the invoice details along with the total amount calculated by the system. 

After creating the credit note from an invoice, the first two steps (Customer, Supplier) will be filled in automatically and not editable. 

After creating a blank credit note, fill in the Supplier and Customer steps.

• • Select the contractor by clicking on the double arrow for the system to add the contractor's details.
    As initiator of the invoice, you are added as the contact person. You can edit those details. Click on Next.

• • You will select the contracting authority from a drop-down list by clicking on the double arrow for the system to fill in the customer's details. Click on Next.

In the Credit Note form step, after creating the credit note from an invoice, the invoice form details will be copied and are editable: 

In a blank credit note, fill out the Number (1) & Date (2) and any relevant information:

Click Next (3).

In the Credit Note details step, the invoice line details / amount to be credited (if you started from a suspended invoice) will be copied and are editable by clicking on the link in the Item name field.

In a blank credit note, you will have to add a line by clicking + New line:

In the pop-up page, you will fill out the Item name, Unit Price, Quantity and select a Unit measure and VAT category.

Once all relevant information is entered or edited, you can Save.

Click Next to check and submit the credit note.

At the confirmation step, all details entered in the previous steps are shown.

Scroll down to review all the sections.

Via the progress bar at the top, you can easily access a step and edit its details.

Once all details are checked and ready, click Submit at the bottom of the page.

Redirected to Invoices section, you will find your invoice/credit note whose status is now submitted. 

The invoice/credit note has been sent to the contracting authority and has also been generated in PDF format. 

Open Invoices section and next to the sent invoice/credit note, click Actions (1) and Download to download the invoice/credit note in PDF format (in Human Readable Format).

You can also click View (2) to display the invoice/credit note details on the screen in the F&T Portal.  At the bottom of the page, you will then find two buttons:  

• to close this invoice and go back to the Invoices section
• to download the invoice/credit note in PDF format