Please note: only users with the "Edit Invoices" permission can manually create invoices.
Please note: opsi automatically processes invoices you upload. Only use the manually create invoice feature if the invoice is not being uploaded for processing.
To manually create an invoice:
Desktop steps
Desktop steps
Click to the "Items" page.
Click "View: Items" and switch to the "Invoices" view.
Click the down arrow next to the upload button and choose "Create Invoice".
First step is to define the vendor. You cannot add line items until a vendor is defined. Search for an existing vendor or create the vendor as a new one if it doesn't already exist.
Enter all the top level details of the invoice that are available, including invoice #, Date, Due Date, etc.
Turn on "Tax per line item" if applicable.
To add a new line item, click the green "+" button.
Enter all available line item details.
Item Code: Vendor’s unique code (if available). Important to enter as opsi will use this for future matches.
Vendor Item: The name of the product as it appears on the invoice. It's important to enter this name as it appears as opsi will use it to match against on future invoices if no item code exists.
Item: The item for which this vendor item should be mapped to. Search in the field to find and map to an existing item, or create a new one if it doesn't already exist.
Pack Information: Opsi provides unit fields for Packaging unit, inner pack unit, and unit of measure (UoM). Packaging unit is a required field, but try to fill in as much of this information as is available.
Price information: The price of the vendor item as it relates to the purchase unit.
Categories: The category the item should be mapped to. Search in the field for an existing category or create a new one if it doesn't already exist. An item can be mapped to multiple categories but you must define a split % between each one.
Repeat step 8 until all line items are entered.
On the left side of the page you also have the ability to attach an invoice file.
Click "Save & Exit" on the bottom when you are done.
Insights and reporting will now be updated to reflect that manually created invoice.
Mobile steps
Mobile steps
Tap to the Items view.
In the header, tap the down arrow next to "Items".
Choose "Invoices".
In the header, tap the three dots and choose "Create Invoice".
First step is to define the vendor. You cannot add line items until a vendor is defined. Search for an existing vendor or create the vendor as a new one if it doesn't already exist.
Enter all the top level details of the invoice that are available, including invoice #, Date, Due Date, etc.
Turn on "Tax per line item" if applicable.
To add a new line item, tap the green "+" button.
Enter all available line item details.
Item Code: Vendor’s unique code (if available). Important to enter as opsi will use this for future matches.
Vendor Item: The name of the product as it appears on the invoice. It's important to enter this name as it appears as opsi will use it to match against on future invoices if no item code exists.
Item: The item for which this vendor item should be mapped to. Search in the field to find and map to an existing item, or create a new one if it doesn't already exist.
Pack Information: Opsi provides unit fields for packaging unit, inner pack unit, and unit of measure (UoM). Packaging unit is a required field, but try to fill in as much of this information as is available.
Price information: The price of the vendor item as it relates to the purchase unit.
Categories: The category the item should be mapped to. Search in the field for an existing category or create a new one if it doesn't already exist. An item can be mapped to multiple categories but you must define a split % between each one.
Repeat step 8 until all line items are entered.
You can also tap the "Image" tab to add a photo of the invoice.
Tap "Save" at the top when you are done.
Insights and reporting will now be updated to reflect that manually created invoice.