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Invoice Processing and Payment

This process shows how vendor invoices are handled after items or services are delivered.
It covers invoice submission, checking details against the order and delivery, approval, and payment.

Once payment is completed, the invoice is marked as paid and the purchase cycle is closed.

On This Page​

Why Invoice Processing Is Needed​

Invoice processing helps organizations to:

  • Pay vendors only after items or services are received
  • Make sure invoice details match the order and delivery
  • Avoid incorrect or duplicate payments
  • Keep clear records for tracking and audits

Key Features​

  • Invoice linked automatically to the purchase order
  • Easy comparison of invoice, order, and received items
  • Approval before payment is made
  • Payment status visible to vendors
  • Downloadable invoice and payment records

Steps to Process and Pay an Invoice​

  1. Vendor generates the invoice through the Vendor Portal against the purchase order.
  2. Approval before invoice is sent to buyer
  3. Procurement Admin opens the invoice from the Invoices section for review.
  4. Check invoice details:
    • Vendor name and invoice date
    • Items, quantity, and price
    • Match with purchase order and received items
  5. Review taxes, additional charges, and the total amount.
  6. If all details match, approve the invoice.
  7. If there is any mismatch, send it for rejection.
  8. After approval, schedule the payment as per payment terms.
  9. Mark the invoice as Paid — the vendor is notified automatically.
  10. Track payment status and close the invoice record.