Applicable to: Supplier Hub
The Supplier Hub has a feature for suppliers to create simple invoices quickly using details of existing orders. When an invoice is issued, an email containing the PDF invoice will be sent to the buyer. If the customer is also using Zeemart, the invoice will also appear in their app.
Enable invoicing feature
The feature is not turned on by default. To enable it:
In the Supplier Hub, select Invoices from the side navigation.
Select Enable now.
You will be redirected to the company settings page.
Switch the toggle next to "Enable invoicing" to enable this feature.
Setting up default information
Some invoice details can be pre-set so that they’re already filled in whenever you create a new invoice. These include:
Recipient’s email address
Payment terms
Salesperson name and contact number
You can set these as default for every invoice, or set different details by customer.
To set default invoice details for all invoices:
Select Customers.
Click Default settings at the top right of the page.
Scroll down all the way to the Invoice settings section, and enter the details you’d like to appear in all invoices, then click Save changes.
To set default invoice details for per customer:
Select Customers.
Next to a customer, click Actions and then select Manage settings.
Scroll down all the way to the Invoice settings section, and enter the details you’d like to appear in the invoices you issue to this customer, then click Save changes.
Create an invoice using order details
You can create invoices quickly using order details. To do this:
Select Orders from the side navigation.
Click on an order to view its details.
Select Create e-Invoice button at the top of the page.
Some fields like outlet name and order number will already be pre-filled for you.
If there are multiple orders with the same delivery date, this invoice may be linked to more than one order. To select specific orders as the reference for this invoice, click the “More” label next to the order number and deselect the orders you don’t need, then click Update. This will refresh the line items in the invoice.
Make sure you enter the email address of the recipient of the invoice, as well as payment terms and the salesperson details. These may have already been pre-filled for you if you set the default settings as explained above.
Enter SKUs to include in the invoice if they are not already pre-filled.
If you are ready to issue the invoice to buyer, click Save and issue. Otherwise, you may select Save as draft to continue editing the invoice later.
Create an invoice from scratch
If you are creating an invoice without using existing order details, follow these steps:
Select Invoices from the side navigation.
Click New invoice at the right of the page.
Enter the following details at the top:
Deliver to: This is customer’s location
Bill to: This is the registered company of the location (automatically filled when you select a location in the ‘Deliver to:’ field).
Email: This is the email address that received your invoice.
Invoice number: Optional - we’ll automatically generate one if you leave it empty.
Invoice date: By default, today’s date is selected, but you can pick another date.
Order number: Optional - the reference PO for this invoice.
Payment terms: Sets the payment due date for this invoice.
Salesperson name and phone number: The contact information for the salesperson servicing this customer.
Continue by selecting items for this invoice.
If you are ready to issue the invoice to buyer, click Save and issue. Otherwise, you may select Save as draft to continue editing the invoice later.