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An invoice is a document used to request payment for delivered goods or services. It contains essential details such as items, prices, discounts, payment terms, and tax-related information.

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Three Ways to Provide Invoices

As a supplier, you have three options for providing Invoices via in Procuros
Create Invoices directly in the Procuros portal using the built-in form interface.Steps to follow
  1. Open Order.
  2. Click on “Create Invoice” in the top right corner.
  3. Select “Create Manually”.
  4. The input form opens for manual editing with the transferred data from the previous document, most probably shipping notice.
The invoice document consists of five main sections
Key information for identifying and processing the invoice:
  • Invoice Number
  • Invoice Date (default is the current date)
  • Order Number (to reference your invoice to the correct order)
  • Currency
  • Shipping Notice Number (if applicable)
All relevant details about the involved trading partners:
  • Buyer (the ordering trading partner)
  • Supplier (your company)
  • Invoice address
  • Delivery address
A detailed tabular overview of all order or invoice positions, including:
  • Item number and description
  • Quantity and unit
  • Unit price and total price
  • Tax rate
  • Line item discounts
Overview of all price-related additions and deductions:
  • Discounts at the item level
  • Surcharges at the document level
  • Special conditions
  • Total discounts
Details of the agreed payment conditions:
  • Payment deadline
  • Early payment discount conditions
  • Payment method
  • Bank details
  1. Change Values
    • Click on the cell you want to edit.
    • Enter the new value.
    • Note: locked fields (indicated by a lock symbol).
  2. Remove Items
    • Click “X” next to the row.
    • The quantity will be set to 0.
    • The item remains visible for documentation purposes.
  3. Add New Items
    • Click “Add.”
    • Select “New Item.”
    • Enter the item details.
Locked fields cannot be edited as they are either automatically calculated or derived from previous documents.
Using Price Lists
  1. Click “Apply Price List.”
  2. Select the desired price list.
  3. Prices will be automatically populated.
Global Discounts and Fees
  • Add Discount: Percentage or absolute deduction.
  • Add Fee: Additional costs such as shipping.
  • Calculation Levels: Grouping multiple discounts/fees.
Fees are always calculated before discounts. You can add multiple discounts and fees.
Offer payment discounts for early paymentsAdd Payment Condition
  1. Click “Add Payment Condition.”
  2. Enter the payment term in days.
  3. Set the discount percentage.
You can define multiple payment terms with different discount rates.
Reviewing and Sending the DocumentBefore sending, the system automatically checks the invoice:
  1. Identify Issues
    • Incorrect fields are highlighted in red.
    • An exclamation mark indicates mandatory fields.
  2. Fix Issues
    • Click on the marked fields.
    • Read the error message.
    • Make the necessary corrections.
    • Use “Next Issue” for systematic correction.
  3. Send Invoice
    • After resolving all issues, send the invoice by clicking “Send.”
Advantage to create an Invoice manually
If you can’t provide invoices differently this is your option to easily create them.
Upload an existing Invoice as a PDF file.Steps to follow
  1. Open the corresponding shipping notice.
  2. Click on “Create Invoice” in the top right corner.
  3. Select “Upload Document.”
  4. Upload an existing invoice.
If you submit your invoice via portal upload for the first time, processing may take up to 24 hours while the Procuros team configures the scanning system. Please always use a single PDF document format.
Manually uploaded documents are directly enriched with the initial order and shipping notice information - therefore we need less information.
Steps to follow
  1. Get your personalized “Procuros inbound” email after your first order. Contact [email protected] in case you did not receive it.
  2. Send PDF of your invoices to your personalized “Procuros inbound” email (no subject or text needed). We recommend saving this email in your system for automatic sending or setup automatic forwarding within your ERP or email client. Learn more about it here.
  3. Verify delivery status by checking the portal, where all transaction records are visible (if needed).
If you submit your invoice via “ Procuros inbound” email for the first time, processing may take up to 24 hours while the Procuros team configures the scanning system. Please always use a single PDF document format.
Key Rules for Email PDF Forwarding
  1. Only send one invoice per PDF file. Do not send multiple invoices within one PDF file.
    • Our system will only process the first one and disregard all others
    • Maximum capacity = 10 PDF files or 30 MB
  2. Provide all necessary information on the invoice.
  3. Only invoices for orders received via Procuros will be processed - others will be rejected.
  4. If your invoice wasn’t processed, you will receive an email with the explanation. If this email directs you to the portal, please follow the instructions there.
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