Creating an Invoice Manually

This article describes how to create an invoice manually in Corpay Complete, which is helpful when an invoice must be generated quickly.

Note: The visibility of fields, tabs, and information in Corpay Complete is determined by a Company’s configuration and the roles assigned to users. As a result, certain pages, information, and features may not be accessible or the information may be available in a view-only format.

Required Roles

Users need an invoice admin role, like admin_invoice, invoice_special, or invoice_limited_no_pay, to access the + Add button. Additionally, users with multiple roles who see both the + Add button and + Request button should follow Company policies on which one to use. For more details about user roles, refer to the Corpay Roles and Permissions article.

1. Click the Invoices module from the left-side navigation pane.

2. From the All Invoices tab, click the + Add or + Request button.

3. Complete the following steps on the Main tab of the Add Invoice dialog:

   Note: Depending on Company configuration, required and visible fields may vary. Required fields are denoted with a red asterisk. Follow Company policies when completing the Add Invoice dialog.

   1. Number – Key in an invoice number or use the automatically generated number.
   2. Subsidiary – Key in text to search or select a subsidiary.
   3. Vendor – Key in text to search or select a Vendor.
   4. Amount – Depending on Company configuration, the Amount field may be read-only and populate from the Line Items tab. If this field is editable, key in an invoice amount.
   5. Status – The default Status of new invoices is New. Admin users may bypass invoice approval workflows by changing an invoice’s Status to Open. Follow Company policies before modifying the Status of a new invoice.
   6. Invoice Date – This field defaults to the current date. Click the date picker  to select the date the Vendor issued the invoice.
   7. Payment Terms – After a Vendor is selected, the Vendor’s payment terms will automatically populate.
   8. Currency Code – This drop-down defaults to the currency code for the Company. Click the drop-down to select a different currency code.
   9. Due Date – This field automatically populates based on the value in the Payment Terms field. Click the date picker to select a different due date.

      

4. Depending on Company configuration, additional fields may be visible or required. The following example shows fields that may be required by your Company.
   1. Purchase Order – Key in text to search and then select a purchase order number.
   2. Attachments – Click the Attachments  icon to open the Upload Files dialog, then add attachments to the invoice.
   3. Force Sync with ERP – Check this box to attempt an ERP synchronization immediately after Submit is clicked.
   4. Kept on Hold – Check this box to keep the invoice in a draft state for later adjustments.
   5. Do not push to ERP – Check this box to prevent the invoice from being synchronized to the user’s ERP.

      

5. Click the Line Items tab, then click the + Add Items button.

6. Complete the following fields on the Line Items tab:
   1. Item Name – Key in text to search or select an item name from the drop-down.
   2. Unit – Select a unit from the drop-down.
   3. Qty – Select a quantity from the drop-down.
   4. Unit Price – This field may automatically populate depending on Company configuration. Otherwise, key in a unit price for the item.
   5. Tax – This field may automatically populate depending on Company configuration. Otherwise, key in a tax amount.
   6. Total – This field populates automatically based on the Qty, Unit Price, and Tax fields.
   7. Account – This field may automatically populate based on the selected Item Name and Company configuration. If it does not, key in text to search or select an account from the drop-down.
   8. Department – Key in text to search or select a department from the drop-down.
   9. Location – Select a location from the drop-down.
   10. Business Unit – Key in text to search or select a business unit from the drop-down.
   11. Project – Key in text to search and then select a project for the invoice.
   12. Description – Key in an optional description for the line item in this field.
   13. Add Items – Click the Add Items  icon or + Add Items button to add another line item to the invoice, then repeat steps A through L above.
   14. Delete – Click the Delete  icon to delete a line item.

       

7. Click the Accounts tab and choose one of the following options:

   Note: These options may not be available depending on Company configuration.

   1. Use default accounts – Choose this option to use pre-configured default accounts for invoices.
   2. Use specific accounts – Choose this option to choose specific debit and credit accounts.

8. If the Use specific accounts option is chosen, complete the following steps in the Debit Accounts panel:
   1. Account – Key in text to search or select an account from the drop-down.
   2. Percent – Key in the percentage of the invoice to be assigned to the debit account. The default value is 100.

      Note: Ensure the Percent field matches percentage(s) that are keyed into the Credit Account > Percent field.

   3. Amount – This field automatically updates based on the value of the Percent field.
   4. Department – Key in text to search or select a department from the drop-down.
   5. Location – Key in text to search or select a location from the drop-down.
   6. Business Unit – Key in text to search or select a business unit from the drop-down.
   7. Category – Key in text to search and then select a category from the drop-down.
   8. Project – Key in text to search and then select a project for the account.
   9. Memo – Key in additional information in this field as needed.
   10. Add Debit Accounts – Click the Add Debit Accounts  icon or + Debit Accounts button to add another debit account, then repeat steps A through I.
   11. Delete – Click the Delete  icon to delete a debit account.

9. Click the + Credit Accounts button and repeat the same process used for the Debit Accounts panel(s).
10. Click the Submit button to create or request the invoice.

11. The Added dialog will display and one of the following actions will occur:

    

    • For admin users, the invoice approval workflow may be bypassed and the invoice paid immediately if the following conditions are met:
      • The Vendor has an active payment method.
      • The invoice has a Status of Open.
      • The Vendor is active.
    • For staff users, the invoice will go through the invoice approval workflow.