Contents

Request a Sales Invoice

Caroline Buckland Updated by Caroline Buckland

BPM Start Process Overview

Login to MyWorkplace and navigate to your desk. 

Locate the Finance requests applet, this will give you a summary on any previous requests, click arrow and select My Process to view more details.  

A summary of your processes is listed with the process name, description, Status and date. The filter can also be used to search against any of the fields. Use the X to close the window.

Create a Sales Invoice

Locate the Finance Request applet and click on the New button. 

The following screen will be displayed – select Request a Sales Invoice. 

The following screen is displayed, this will open in a separate web browser. Read the info tab before moving to the next step.

Click on the Next button to move the Header tab. Enter all fields marked with a red Asterix, all other fields are optional. 

Select a customer from the drop-down list, this can be filtered by entering a code or description.  Then select a billing and delivery address from the drop-down menu. 

Document date will default to today’s date

Select the relevant Document Type from the drop-down menu. 

If the Invoice is for VAT only, flag the appropriate field. 

Select the Debt location and enter a purchase order if appropriate. 

The requester name and email address default from your user id. 

Access the next tab - Details.

Click on the Add button to add the line details.  

Enter the following fields. Any fields with a drop down can be filtered by typing the code or description. 

  • Description 
  • Unit Quantity 
  • Unit Price – this is the net price 
  • Vat Code  
  • VAT Rate 
  • GL Account 

Click on OK once complete.  The net total, tax total and Gross total will be calculated. 

Use the Add button to Add more lines, if required.

To make any changes, use the scroll bar – the actions are located to the right.  You can Amend or Delete the line.

Additional line text can also be added if you description exceeds 40 characters, click on the Arrow.

Then click on the Add button. 

Enter the additional text and click on OK. 

A file can be attached to support your request, click the Choose a file.. button.  Locate your file and click on open to attach the document. 

Once complete click on the Finish button.  The Sales request will then be sent for approval. 

A message will be displayed.

The window can now be closed. 

The approver will receive an email. 

 

Save as Draft

The form can be saved as Draft at any point during the creation, the form will not be submitted for approval.

Enter a name and click on the Save button.

A message is received to indicate the draft is saved. 

To access the drafts, select the Request a Sales Invoice option from the applet and select Load from draft. 

You then select the Load from draft button.

Select from the dropdown menu the correct draft to load.

Then select the Load button.

Complete all fields as explained above and click on the Finish button.

A message will be displayed to indicate the request has gone for approval.

Approval

Approval of the request can be via the email by clicking the link.

Email link – click on the link to view the approval task.

Click on Claim to allow the approval. Tasks can always be unclaimed if claimed incorrectly.

A message is displayed to say the task has been claimed.

Check all the tabs and the details are valid.

Once complete the Sales Invoice can be approved. Enter a comment in the Happy to Approve box on the Info tab and enter Yes in the Happy to Approve box, then click on the APPROVE button. 

A message will display to say the approval was successful.

An email is sent to the requester to confirm the approval.    

Reject a Request

To reject a Sales Invoice, enter the rejection comments then click on Reject, and enter No in the Happy to Approve box.

A message is displayed to say the task is complete.

An email will be sent to the requester.

Either click the email link or locate the task in task manager.

Make any requested changes and you can then Re-submit, or select Cancel to cancel the request.

The sales invoice request will go back through the approval route.

Clicking on the Cancel button will end the process and the form will no longer be in use, the following message will be displayed.

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