Invoice details

  • Available fields depend on the information your recipient requires to have on the invoice.
    The fields available in the "Invoice details" section depend on your business rule configuration. Not all of the fields described in this topic are available for every Kofax Invoice Portal member user. Many of the undocumented fields require additional configuration. For more information, contact your Invoice Portal member administrator.
  • The check mark icon indicates which fields are required. When the fields are filled in, the icon turns blue: .
  • Click More details to view additional fields per each invoice section.
  • Always check the automatically filled in information and change/add details, as necessary.
  • Invoicing instructions may include receiving settings recommendations generated for a particular member.

Invoice information

  • Invoice number: Type a unique number or identifying text for this invoice, both numbers and letters can be used. If you leave this field blank, Invoice Portal will automatically generate a number for you (provided that this option is included in your sending settings.)

  • Invoice type: Select debit or credit. The amount must be positive. With the Invoice type setting, the sent invoice is correctly filled in with a debit or credit amount.

  • Issue date: Automatically filled in when the invoice is created.

  • Currency: Set the currency for the invoice amounts.

  • Language: Set the language for the invoice fields.

Supplier contact details

  • Supplier contact: Provide the name of your contact person for this invoice.

  • Email address: Contact person's email address.

  • Mobile phone: Contact person's phone number.

Buyer address

If the buyer has several addresses, the Name field is displayed as a search field.

Type another recipient address name, ZIP code, or address details.

Select the necessary address in the search results. The address is updated accordingly and will be shown as the buyer address in the invoice, whereas the legal address of this customer will remain the same as the one specified by this customer in its account.

Buyer contact details

  • Buyer contact: Provide the name of your customer's contact person for this invoice.

  • Email address: Contact person's email address.

  • Mobile phone: Contact person's phone number.

Invoice header details

  • Free text: Type important information (a message on invoices for customers) in one paragraph. If you press Enter to make more paragraphs, such text can be misprocessed in some business systems it goes to.
  • Buyer order number: Enter the customer's order number for this invoice.

  • Buyer's reference 1: If the field is required, enter a code, cost center or name provided by the recipient for this field. The input may be used for validation.

    If a reference is required, the recipient should inform you of this. Otherwise, type anything.

  • Preceding invoices: List preceding invoices.

  • Allowances and charges: Specify the amount of allowances or charges that apply to the entire invoice and are reflected in the total amount. The multiplier factor uses the base amount and then modifies it by the percent you enter. For example, to give a 5% discount, enter 5 as the Multiplier factor %.

Payment details

  • Days left until due date: Payment must be made within the number of due days. This field is automatically filled in if you have already sent an invoice to this recipient.
  • Due date: The payment must be made on the due date at latest. This field is automatically filled in if the previous setting is provided.

  • Payment reference (OCR number): A numerical code that facilitates automatic accounting of payments.

  • Payment terms: Your conditions of use for this customer.

  • Delay terms: Your terms in case of late payment.

  • Supplier's VAT/Tax ID and Buyer's VAT/Tax ID: Select if you want these identifiers to be included in the invoice.

  • Tax exempt: Select this check box if no tax is applicable to this invoice and specify the reason in Tax exemption text. Then you do not need to specify a 0% VAT in the invoice lines.

  • Tax currency: Defaults to the invoice currency. Specify if the VAT is in a different currency.

    Then Total VAT in other currency is added in the Summary at the bottom of the invoice page. Provide the VAT amount in the specified currency in that field.

  • Use factoring: The check box is selected by default if a factor is specified in your sending settings. Then the information is included in the invoice. Clear the check box to remove the factor information from the invoice.

Delivery address

If the customer has several delivery addresses, the Name field is displayed as a search field.

Type another recipient address name, ZIP code, or address.

Select the necessary delivery address in the search results. The address is updated accordingly and will be shown as the delivery address in the invoice.

You can also specify the delivery terms and the carrier.