PowerPoint Presentation

Convert purchase orders into invoices

Hello, this video was designed to show you how easy it is to submit invoices and credit notes by utilizing the PO Convert method

via the Tungsten Network portal.

To begin, click “My POs” located in the main menu bar at the top of the page.

The “My POs” page gives you

the ability to search for

purchase orders that have been

delivered to Tungsten Network

from your customer. You can

manage your purchase orders

by moving them to a different

status within the “My PO

summary” section. Updating

the status of your purchase

order allows you to confirm

which purchase orders are

open, closed, rejected or

archived. When your purchase

order is newly created or

updated by your customer, it

will appear in the new or

pending status. Tungsten

Network will send an email

confirming the purchase order

is available in the portal under

the “My PO summary” section.

After reviewing the email, you

are ready to begin.

Please search for your purchase

order on the left side of the

screen. Prior to completing the

search, please ensure to select

your customer or customers from

the drop down menu. Once the

report is run, all purchase orders

in the status selected will be

shown at the bottom of the page.

You also have the ability to select

the blue hyperlinked text

available under “My PO

summary” section. Once a

selection is made, all purchase

orders in the selected status will

appear at the bottom of the

page.

Select the purchase order by

clicking the blue link located on

the left side of the page next to

the purchase order number.

It’s important to review the

purchase order details prior to

accepting your purchase order. If

the purchase order contains

invalid or missing information, it

may be best to reject the

purchase order and notify your

customer. If the purchase order

has been fulfilled and no longer

will be used, move the purchase

order to the archived status. If all

purchase order details are valid,

click “Convert PO”.

The “Invoice number” field allows entry of your

invoice or credit note number. Once your

document’s number has been entered, tick the

box located next to Net amount. This will allow

you to select the PO line items you would like to

include in your electronic invoice or credit note.

Partial billing is accepted; please adjust the

quantity only as the unit price has been fixed

and should not be changed.

Tungsten Network processes invoices submitted

by users that span the globe. It’s important to

ensure tax is referenced on your invoice

correctly. If operating in a region where tax is

referenced at the line item level, please select

the tax type from the drop menu. Next, enter

the tax amount. If operating in a region where

tax is referenced at the summary level of the

invoice, you will have the option to enter the tax

amount prior to previewing and submitting your

invoice.

Tungsten Network allows you to submit invoices

against the same purchase order. Please ensure

to use a unique invoice or credit note number

for each submission.

Click “Create invoice” once all PO line items

have been selected.

Please confirm that you have selected the correct purchase order line items to be included in your invoice or credit note. If not,

please click “Back”. If all information shown is valid, click “Confirm” to proceed to the final page.

Please enter your name, phone

number and email address in the

“Your details” section. Next, enter

the name, phone number and email

address for your customer in the

“Who you are invoicing” section.

Tungsten also gives you the ability to

save contact details within the

“Create invoice” page. Please click

the blue circle located in the “Your

details” and “Who you are

invoicing” sections. Once contact

details have been entered, please

exit out of the text box to continue.

If the shipping location is

different from the invoice from or

invoice to location, please enter

the correct shipping details in the

appropriate fields. If you are not

shipping products, please bypass

this section. To enter shipping

information, tick the box. To add

a shipping address to your profile

to be used for future

submissions, please click the blue

circle located next to the

“Company name” field. Once

shipping details have been

entered, please exit out of the

text box to continue.

Please expand the Additional header field if additional header information is required by your customer. Once details such as bill of

lading, delivery note number and cost centre have been entered, please move to the next section.

It’s important to update your invoice

date, payment due date and delivery

date by selecting the calendar

located in the “Invoice details”

section. This will ensure your date is

in the correct format upon

submitting your invoice. Some

regions of the world require a tax

point date. If operating in one of

these regions, you will be required

to reference this mandatory data in

the “Tax point date” field. Your

currency and purchase order

number should not be changed. The

invoice or credit note will be

validated against the purchase order

details available in the Tungsten

Network system. If header and line

level details do not match the

purchase order data, your invoice is

subject to rejection by Tungsten

Network.

If submitting a credit note, it’s

important to ensure your document

type states “Credit note”. If not, please

select “Credit note” from the drop

down menu under documents type

located in the “Invoice details” section.

Once “Credit note” has been selected,

please ensure to provide the original

invoice number, date and reason for

your credit note submission.

The “Invoice items” section does not

accept negative values in the quantity

or unit price fields. In other words, the

system will not allow the entry of

negative signs. When the line items are

saved, the document will be treated as

a credit note. The gross amount will

not reflect a negative value.

It’s important to note again, line

items details should not be

modified. These details were

provided to Tungsten Network by

your customer. These Good or

Service lines can only be modified

to provide additional information

and/or a date range. For example,

work performed between January

1st and January 15th. It’s best to

follow standard invoicing practices

when referencing line item

discounts and/or entering

additional information at the line

item level.

Adding Special Line items are allowed. Special line items are not listed on your purchase order. If you feel an additional normal line

item should be added to your purchase order, contact your customer directly. Request that your PO is updated and resent to

Tungsten Network. Once your purchase order has been updated, it will be available under “Pending” in the “My PO Summary”. If

you would like assistance with updating your purchase order, please create a support ticket via the Help & Support page. Tungsten

Network is more than happy to contact your customer on your behalf.

Please remember to add your attachment prior to submitting your invoice or credit note. Please do not attach an additional copy

of an invoice. Attachments should be used for supporting documentation only needed to approve your invoice.

The invoice summary contains the net, tax and gross. If you are in a region of the world where tax is referenced at the line level, tax

type and amount were entered after the purchase order was accepted. If you are located in the region of the world where tax is

referenced at the summary level only, please enter the full invoice or credit note tax amount at this time. Please “Preview” prior to

submitting your invoice or credit note.

As you can see, converting your purchase order via “My POs” page is very easy. You are encouraged to use the Help & Support

page if you need assistance navigating the Tungsten Network portal or are experiencing a technical issue using the site.

For more information,

and to view more

videos, please visit the

Help & Support section