For virtual cards, subscriptions and Purchase Orders (POs), you have to approve the invoice uploaded to the platform separately from approving the purchase.
Approving an invoice that is correct
Find the invoice to be approved:
- You should receive an email notification that an invoice is waiting for your confirmation
- In the email, click ["Confirm Invoice approved"] which will take you to the purchase
- Scroll down the page and click ["Confirm Invoice approved"]
If you did not receive the email, you can also go to the Yordex interface and find and open the purchase.
You should only approve an invoice if you received exactly what was ordered and invoiced.Partially paying an invoice
If you want to make a partial payment now and pay the rest later:
- Scroll down to the invoice and click ["Partially Receive"]
- In the modal that appears you can indicate how much you received
You will only have the option to partially pay for an order if its status is "For Confirmation".
Correcting the invoice
If the purchase is different from the invoice and the purchase is correct:
- Contact your supplier for a new invoice. You can delete the incorrect invoice and provide the new invoice as before
Correcting the purchase
If the purchase is different from the invoice and the invoice is correct:
- Click on and open the purchase order you want to correct from the Spend page.
- You can only edit the Description, Cost Allocation, Taxes, the invoice, Payment Date, Payment Account and Line items (if the order has not been approved yet).
- You can now adjust the purchase to what you have received and approve the purchase again
- Other people in the approval chain will also have to approve it again.