Operations - Invoicing

Operations Management – Invoicing

The Invoicing feature, part of the Operations Management module, centralizes the creation, management, validation, and approval of operational invoices.
It allows users to record invoice data, define financial details, attach documentation, and follow a structured workflow from Worksheet to Closure.

Important:
All values shown in this article — including statuses, document types, series, cost centers, suppliers, and item examples — are illustrative only.
The actual available options depend on the system configuration defined in:

• Control Center → Operations Management → Invoicing

• Control Center → General → State Machine Contexts

Access Path

Operations Management → Invoicing

1. Purpose of Invoicing

The Invoicing feature enables organizations to:

• Register operational invoices (expense or revenue)
• Associate invoices with projects, cost centers, and travel requests
• Record detailed line items, fees, taxes, and discounts
• Capture issuer and company information for tax and audit alignment
• Attach supporting documents
• Follow a controlled approval workflow ensuring financial validation and compliance

This ensures transparent financial management, accurate cost allocation, and complete operational traceability.

2. Invoices Landing Page

The landing page displays:

• A summary of invoices by status:

  • Worksheet
  • Submitted
  • Validated
  • Approved
  • Closed
  • Canceled

• A list of all invoices including key columns such as:

  • Document ID
  • Total Gross
  • Tax Total
  • Fees
  • Total
  • Account Overview
  • Issue Date
  • Due Date
  • Issuer Supplier

• Actions:

  • Add Invoice
  • Refresh
  • Filters
  • Export
  • Column Selection

3. Invoice Status Workflow

Each invoice progresses through a series of workflow steps:

1. Worksheet – Draft state; editable
2. Submitted – Sent for validation
3. Validated – Confirmed by the reviewer
4. Approved – Final approval, ready for financial processing
5. Closed – Process completed
6. Canceled – Invoice annulled

Note:
The status workflow is predefined through system configuration and is not editable at invoice level.

4. Creating a New Invoice

Select Add Invoice from the landing page.

4.1 Required Fields

4.2 Optional Fields

After filling in the fields, click Save or Save and New.

5. Invoice Details Page

Once created, the invoice opens in the Worksheet state with multiple sections:

5.1 Header Information

The header includes:

• Document ID
• Series
• Account Overview
• Document Type
• Currency
• Reference Type & Reference ID
• Issue Date
• Payment Term
• Payment Type
• Due Date
• Cost Center
• Project
• Travel Request
• Fiscal Authority Reference
• Cancellation Reason Type
• Created On
• Comments

💡Availability and behavior of these fields depend on Control Center configuration.

6. Items Tab

The Items tab allows you to add line items that make up the invoice total.

6.1 Adding an Item

Select Add Item to open the Item Details modal.

Overview Tab

Cost Tab

Calculated totals include:

• Total Gross
• Tax Total
• Total Commercial Discount
• Total Financial Discount
• Total

7. Tax & Fees Section

This section allows adding additional charges or fees:

• Fee description
• Fee type
• Value

Items and fees directly impact invoice totals displayed in the Totals panel.

8. Totals Panel

The module automatically calculates:

• Total Gross
• Tax Total
• Tax & Fees Total
• Items Commercial Discount Total
• Items Financial Discount Total
• Financial Discount Percentage
• Total Financial Discount
• Final Total

The totals update dynamically as items, taxes, or fees are modified.

9. Company Tab

Contains internal company details for tax and compliance:

These values typically load automatically based on system configuration.

10. Issuer Tab

Displays supplier information extracted from system records:

These fields are not editable and are derived from supplier master data.

11. Documents Tab

Users can attach supporting documents to the invoice, such as:

• Original supplier invoice
• Receipts
• Purchase orders
• Contracts

Uploads are made via Drag & Drop or Browse.

12. Approval Process

The approval workflow for invoices is governed by a State Machine Contexts that defines how an invoice can move between states, and which user roles are allowed to perform each transition.

In this example the initial state for all invoices is Worksheet.

The table below summarizes all transitions configured for this process (as an example).

12.1 Workflow Overview

An invoice progresses through the following lifecycle states:

1. Worksheet → Draft invoice being prepared

2. Submitted → Invoice sent for validation

3. Validated → Invoice verified by financial team

4. Approved → Invoice approved for processing/payment

5. Closed → Invoice finalized

6. Canceled → Invoice invalidated or withdrawn

Transitions between these states are controlled by allowed actors (e.g.: Auditor, Financial)

13. Recommendations

• Always verify currency and document type before saving.
• Use meaningful item descriptions for audit clarity.
• Attach the supplier’s original invoice for compliance.
• Ensure cost centers and projects are correctly assigned for accurate reporting.
• Monitor due dates to support timely financial processing.

14. Summary

The Invoicing module centralizes the lifecycle of financial documents, from registration to approval.
It provides a structured flow, extensive financial detail fields, item-level tracking, and full documentation support — ensuring compliance, traceability, and operational accuracy.

Related Articles

Operations Management – Travel Request
Operations Management – Projects
Control Center – Invoicing Configuration