This helpfile covers two methods for submitting Purchase Invoices via InvoiceNow, depending on whether the Approval Workflow is enabled:




To submit a Purchase Invoice to InvoiceNow, users can create a Purchase Invoice as usual and save it. Once the InvoiceNow Start Date you set has taken effect, the “Submit InvoiceNow” option will be ticked by default in the “Document Info” tab.



Submit Purchase Invoice via InvoiceNow to IRAS (Without Approval Workflow)


This guide will teach you how to submit a Purchase Invoice via InvoiceNow to IRAS when the Approval Workflow is not enabled.


1. Go to Purchase → Purchase Invoice,  to create your purchase invoice as usual.


2. Please ensure that the following information is completed before submitting to IRAS.

 

- Please make sure your product details are correctly mapped to a Product Unit Code and have an eligible Tax Code assigned. Then, make sure the supplier’s Peppl account is retrieved.

Note: Please note that Purchase Invoice containing at least one item with an eligible Tax Code will be submitted to IRAS via InvoiceNow. For example, the eligible Tax Code are “TX”, “TX-CA”, and “ZP”.


- For other Tax Code will not trigger the InvoiceNow submission.





3. To successfully submit a Purchase Invoice to IRAS via InvoiceNow,click on the “Document Info” and make sure the “Submit InvoiceNow” option is ticked if you intend to submit the Purchase Invoice.





4. Click ’View Details’ to check the submission status after saving.





5. The Purchase Invoice that is successfully submitted will have the status of success in the InvoiceNow IRAS Status. The details include the Submission Date Time, Document UUID, Client Reference, Transmission UUID.





Submit Purchase Invoice via InvoiceNow to IRAS (With Approval Workflow)


This guide teaches on how to submit a Purchase Invoice via InvoiceNow when the Approval Workflow is enabled.


When the Approval Workflow is enabled, saving a Purchase Invoice as a draft will not submit the invoice to InvoiceNow.


Depending on the approval settings, the invoice creator will see either Save, Submit for Approval or Approve:

  • Save - Click Save to save the Purchase Invoice as a draft. Saving the Purchase Invoice as draft does not submit it for approval.
  • Submit for Approval - The Purchase Invoice must first be submitted for approval and approved before it can be submitted to InvoiceNow.
  • Approve - Clicking Approve will directly submit the Purchase Invoice to InvoiceNow.



1. Go to Purchase → Purchase Invoice, to create your purchase invoice as usual.


2. Make sure that the following information is completed before submitting to IRAS and Customer.


- Please make sure your product details are correctly mapped to a Product Unit Code and have an eligible Tax Code assigned. Then, make sure the supplier’s Peppol account is retrieved.





3. After creating the purchase  invoice, you can click ‘Save’, ‘Submit for Approval’, or ‘Approve’. The available options depend on the access rights assigned to you. 


- If you do not have the Approval Access Right, only the ‘Save’ and ‘Submit for Approval’ buttons will be available. You can click ‘Submit for Approval’ to submit the purchase invoice for approval.





- If you have the Approval Access Right, the ‘Save’ and ‘Approve’ buttons will be available. You can click on ‘Approve’ once all details are confirmed to be correct, and it will be submitted to InvoiceNow.





- You can click the ‘Save’ button to save the purchase invoice as a draft, allowing you to double-check the details before submitting for approval.  The Purchase Invoice will show DRAFT status after you click Save. You can click ‘Submit for Approval’ to submit the purchase invoice for approval.






Note: For purchase invoices in Draft status, the printed report will display a DRAFT watermark.


 



4. If you click ‘Submit for Approval', the approver can go to the purchase invoice with ‘Awaiting Approval’ status and click ‘Accept’ or ‘Reject’. Once the approver approves the purchase invoice, the purchase invoice will be submitted to InvoiceNow. 


Accept - Approve the purchase invoice and submit it to InvoiceNow. 

Reject - If any information is incorrect or requires amendment, click Reject to return the purchase invoice to the submitter for correction and resubmission.





5. Click ‘View Details’ to check the InvoiceNow IRAS Status after the purchase invoice has been approved. A successfully submitted Purchase Invoice will show Success in InvoiceNow IRAS Status.





You are done!


Prepared by Soon Horng, checked by Seck Voon & Stanley