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Review invoices, credits and payment status

Review a supplier's invoice against the agreed purchase order and the receiving result, approve it when ready, or record a dispute that needs resolution. Zapstra Inventory Management also records payment status; marking an invoice paid does not initiate a bank payment.

Invoice status is separate from PO status. Receiving every item does not approve an invoice, and closing the PO does not remove outstanding financial work.

Find or request the invoice

The Purchase orders list marks orders with Invoice needs review when invoice information is available. Open the PO and inspect the invoice card in Collaboration. A review action in the PO's attention message can take you to the same area.

If goods have shipped and no invoice is available, use Request invoice when it is offered in the PO header. Check the request state afterward. An invoice request means the supplier has been asked; it is not a submitted invoice and has no payment result.

Suppliers submit invoices through their shared PO. Send them the Supplier Portal invoice guide when they need instructions. Ask them to compare every entered value with the original invoice, even when the form is already populated.

If Zapstra Inventory Management says invoice information could not be loaded, refresh before concluding that no invoice exists. The order list and its review markers can be incomplete while that read is unavailable.

Review the invoice before approving

  1. Open the invoice card and verify its number, date, source, terms, declared currency and total.
  2. Compare the product, Qty Invoiced, Unit Cost and Line Total with the agreed order and supplier document. Use View PO PDF for the purchase-order document; that button is not an invoice download.
  3. Check Adjustments, including shipping, taxes, other charges and credits. Read the invoice notes.
  4. Inspect the PO's Receiving records and Reconciliation information for differences between ordered, committed, shipped, received and invoiced quantities.
  5. Check any open goods dispute. An agreed credit should be visible in the financial documents before you treat it as applied.
  6. If the invoice is correct and your review is complete, select Approve. Confirm that the invoice now shows Approved.

For example, Northwind Packaging supplied 72 each of MAILER-KR6 at USD 1 per each, giving USD 72 before charges. If a separate USD 6 credit was agreed for rejected goods, compare the invoice's actual credit and final total with that agreement. A resolved credit dispute is not proof that the invoice contains the credit.

An invoice can use a different quantity convention from a packing document. Compare units as well as numbers: three cases of 24 each and 72 each can describe the same goods, but the unit prices must also agree with their units.

Dispute a quantity, price or charge

  1. On the invoice, select Dispute.
  2. Choose Dispute reason: quantity mismatch, pricing discrepancy, missing items, duplicate invoice, unauthorized charges or other.
  3. Enter Dispute notes describing the exact difference and the correction you need. Both the reason and notes are required before submission.
  4. Select Submit Dispute, then confirm that the invoice shows Disputed and the explanation is present.
  5. Follow up with the supplier and review any corrected information before resolving the dispute.

When the issue is settled, select Resolve dispute. For an ordinary dispute, enter Resolution and confirm. The invoice becomes Dispute resolved, making Approve available again. Resolution and approval are separate decisions; check the corrected result before approving.

Use goods disputes and replacements when you need replacement goods or a receiving-related credit request. An invoice dispute does not itself create replacement inventory.

Resolve a currency mismatch explicitly

Invoice amounts are displayed in the invoice's declared currency, which can differ from the PO currency. Zapstra Inventory Management can show Approval blocked — currency mismatch when the currencies differ or the PO has no recorded currency.

In Resolve dispute, review the Currency decision choices:

  • Accept the invoice's declared currency records your decision to accept that currency.
  • Invoice was corrected to the PO currency is appropriate only after the invoice information was actually corrected.
  • PO currency was corrected to match the invoice is appropriate only when that correction has actually occurred.

These choices record the currency decision. They are not exchange-rate conversion tools or instructions to relabel an amount. Do not select a correction merely to dismiss the warning; verify the records first. If a locked PO or an unavailable correction control prevents the required change, contact Support with the invoice and PO references.

In Reconciliation, Mixed currencies means there is no single comparable currency amount for that line. An unavailable currency is unknown, not zero. Do not add unlike currency amounts together as though they were one total.

Record payment after paying

Once the invoice is approved and payment has actually been made through your payment process, select Mark as Paid. Check the resulting Paid status and recorded date.

Zapstra Inventory Management may show expected-payment information based on the recorded terms and dates. Use the agreed supplier terms and your payment records to resolve any discrepancy. The status is a record of payment, not an instruction that transfers funds or a substitute for bank confirmation.

The supplier can see the invoice's progress in the portal and may request a payment update. Keep the status current so both sides have a useful shared record.

Invoices after PO closure

A supplier may still submit an initial invoice after the buyer closes a PO if no submitted invoice exists. Closed orders can therefore appear in invoice review. Review them in the same way as open orders.

Before closing a PO, read any warning about missing or unsettled invoices. If invoice information is unavailable, reload before deciding what remains unpaid. Closing the order does not make it settled, prevent every late invoice or mark an invoice paid.

If a decision times out

Refresh the original invoice and inspect its current status before approving, resolving or marking it paid again. Check for a revised invoice as well as the previous version. If the document or currency is unclear, keep the decision pending while you verify it rather than creating another invoice record.