Overview

The SY portal lets you enter invoices manually. Your counterpart has invited you to the portal, giving you the ability to send your invoices to them directly.

Several invoice types are available (invoice, credit note, factored credit note, deposit). Depending on the type selected and the business data required by your customer, additional information may need to be filled in (e.g., the original invoice reference for a credit note or a deposit invoice).
 

Prerequisites

To use this feature, the following conditions must be met:

• The manual entry feature must be enabled by your counterpart.
• The e-invoicing mode you prefer for this customer must be selected.
• The billing mandate must be validated beforehand. 

NOTE:  To make invoice entry easier, you can also pre-configure your company information so that the invoice form is already pre-filled before each new entry. 

How to choose your e-invoicing mode after receiving an invitation from your counterpart: 

1. From the Buyers screen, click on your customer’s request.
   The customer record opens.
2. In the Selected e-invoicing mode, select or confirm the e-invoicing mode agreed upon with your customer.
3. Click Confirm the selected e-invoicing mode.
   You have accepted the customer’s connection request and confirmed the chosen e-invoicing mode.

How to pre-fill your company information and validate the billing mandate: 

1. From the dropdown menu at the top right of your screen, click Companies.
   Depending on your setup:
   •    If your account is linked to a single company, the company management screen opens.
   •    If your account is linked to multiple companies, an intermediate window appears so you can select the relevant company, then the company management screen opens.
2. Add your company logo.
3. Click Additional information.
4. Enter your company registration number.
5. Enter the contact details of your insurer or guarantor, along with the geographical coverage of the contract and guarantee.
6. If your invoicing address differs from your company's registered address, under Invoicing address check The invoicing address is different from the address of the company’s head office.
7. Add the bank details for your company and any subsidiaries, if applicable.

8. In Parameters for my invoices, enter the default values to display when entering an invoice and specify for each whether it can be edited by authorized users.
9. In the Billing mandate, review and sign the billing mandate.

10. Save your changes.
    The information entered here will be pre-filled automatically on the invoice entry screen.

Steps

1.  From the home page, click Buyer Invoices > Enter.
   The invoice entry screen opens.
2. Select the customer you want to send the invoice to.
3. If applicable, select the company issuing the invoice.
4. Depending on the situation, complete the following:
   •    Select the establishment issuing the invoice.
   •    Specify the e-invoicing mode chosen for this customer. 
5. Click Next.
   Two scenarios may arise: 
   •    if the selected customer sends purchase orders through the portal, an intermediate screen appears, offering you the option to create an invoice from one of those orders
   •    otherwise, the invoice entry screen opens with certain fields already pre-filled, including the identifiers of the issuing company and your customer. 
6. Select the type of invoice to send.
7. Enter at least the following:
   •    Description of the goods or services
   •    Quantity
   •    Unit price
   •    VAT rate
8. If needed, add discounts and/or charges.
   The pre-tax amount, totals, and VAT summary update automatically as changes are made.
9. If you have set default values for payment terms, verify they have been applied. If not, enter them manually.
10. If needed, attach one or more files.
11. Click Preview invoice to review the full invoice. 
12. Once you have reviewed the invoice, click Validate and send invoice. 
    The invoice is created and sent. Once processed, it is available from the Customer invoice tracking.