Invoicing

The CSP allows you to raise invoices directly from Purchase Orders and send them for payment. This can save you a lot of data entry.

Creating a new Invoice

To create a new Invoice, first navigate to the PO in your Orders list and open it up. It is important to review the Purchase Order before invoicing for the following:

• Ensuring that you have selected the correct Purchase Order for the Learner you want to Invoice for.

• Ensuring that you know which lines you have already Invoiced for and you are not raising duplicate Invoices.

• Ensuring you are not raising invoices before the relevant Milestone Date.

Once you are ready to create an Invoice, scroll to the bottom of the PO and click the “Create Invoice” button and you will be taken to the Create Invoice screen for that PO. 

Invoice Header

1. Enter your Invoice number. This should be a unique number that you have not used previously. If you previously had a numbering system for your invoices, please continue with this.

2. The invoice date will default to today’s and should not be changed. Backdating an invoice may result in it being rejected.

3. You can also add any attachments if you wish by clicking the relevant type of attachment (File, URL, Text)

Invoice Line Items

It is important to take care when raising invoices as invoicing for the wrong lines will mean it gets rejected and must be raised again from scratch. By default, creating an Invoice from a PO will include all the order lines, so any lines you do not want to invoice for must be deleted.

1. To delete lines from the invoice, click the red X on the right hand side of a line to remove that line.

2. The tax rate may pre-populate depending on the information you have provided about your VAT status. If you are based in the UK and not VAT registered please choose 0%, changing this to another option may mean your invoice is rejected. A tax rate needs to be present on every line of the invoice.

3. Do not change the amount (price), currency or description on the line items.

4. Do not part claim against lines.

After you have finished entering the invoice, scroll to the bottom of the page. Check the gross total and click Submit. This will send the Invoice to Tes for approval and payment.

Commenting on an Invoice

As with the Purchase Orders there is a comment box that you can use to communicate with Tes. Messages sent on here will go to Accounts Payable. Simply type the message in the comment box, and click the “Add Comment” button to submit. You can also add files or web links to the message.

Any replies to your comments will appear at the bottom of the Invoice and you will receive a notification of this via email and an in-app notification.

Invoice List

To see a list of all the Invoices you have submitted, select the Invoice tab from the navbar. This view shows important information about your Invoices and Credit Notes. Particularly the status.

You can filter the Invoices table to show only documents of a certain status or stage by selecting a different view option. Next to the views list is a search where you can track down a specific Invoice or Credit note.

Invoice Status

The Invoice status shows where in the process it is and can be very helpful to inform you of the next action you need to take.

1. Draft - The Invoice is still with you and has not been submitted. Invoices in draft status are not visible to Tes.

2. Processing - The Invoice has been submitted and is now “In transit” to be picked up by Tes.

3. Pending Approval - The Invoice is sat with a Tes employee for approval - Most likely your Programme Director.

4. Approved - The Invoice has been approved and is ready to pay.

5. Disputed - This has been rejected by the Accounts Payable team and needs adjusting or cancelling. Please see the Disputed Invoices section for more information.

6. Abandoned - This Invoice has been deemed invalid and cannot be corrected. Tes Accounts Payable should be in touch to explain when an Invoice is abandoned.