Invoice submission

Prepare the invoice for the correct buyer

Choose the authorised buyer relationship and provide the supplier invoice number, invoice date, currency, lines and supporting document. Include the purchase-order reference where the buyer uses it for matching. The portal preserves the original supplier terms while the payable system remains responsible for confirmed accounting and due-date treatment.

The submitted line quantity, net unit price and tax amounts produce a net subtotal, tax total and gross total. Tax is added once. Arithmetic validation helps catch a malformed document but does not establish the buyer’s approval, tax policy or entitlement to payment.

Retain the exact document submitted

The invoice submission owns its lines and attachments. Submission freezes the document digest and the sending principal. The supplier can explain which invoice version was sent even if their own accounting application later generates a corrected file. A changed document cannot silently reuse an earlier successful submission identity.

Normalise the supplier invoice number within the supplier and buyer relationship when checking duplicates. If the same number and identical content arrive again, return the earlier handoff result. If the content differs, raise a conflict for review. Two different suppliers can use the same number without their invoices being merged.

Check supporting files before access

An uploaded file first belongs to a declared invoice or case and remains quarantined until the configured security checks complete. Failed checks keep it unavailable and explain the upload problem. A storage response alone does not make a file safe to distribute to staff or another portal user.

Each attachment retains its uploader, owner, content digest and visibility. Changing a URL parameter must not expose another vendor’s document. Retrying an interrupted upload returns the same retained file identity when the content matches, while revoked or rejected material remains blocked from subsequent download.

Show the actual AP handoff outcome

The portal sends the frozen invoice to the authorised buyer connection with a stable instruction identity. PendingAP means the request is in progress. Accepted records the observed source document identity. Rejected includes the buyer’s actual reason. Unknown preserves uncertainty after an interrupted response.

An accepted handoff is not an approved payable or a completed payment. Later AP review appears through verified invoice status snapshots. If a response times out, reconcile the existing source instruction before sending another invoice. A new random request key must not create a second payable for the same submitted document.

Correct a problem without losing the first attempt

A rejected invoice can lead to a corrected submission with its prior relationship and reason retained. The supplier should see what needs attention: a missing reference, conflicting document, blocked attachment or buyer rejection. An invoice already accepted into AP cannot be edited through the portal to change the buyer’s financial record. Use the buyer’s documented correction route, preserving both the original submitted evidence and the observed outcome that follows.