Supplier portal video tutorials

• Supplier self registration - YouTube video
• First time login - YouTube video
• Supplier Portal overview - YouTube video
• Supplier Portal view and manage Purchase Orders - YouTube video
• View and manage agreements - YouTube video
• View receipts and returns - YouTube video
• View invoices and payments - YouTube video
• Create invoice in Supplier Portal - YouTube video
• Supplier Portal - manage company profile - YouTube video
• Change bank details in the Supplier Portal - YouTube video
• Add additional contact with Supplier Portal access - YouTube video

Supplier portal troubleshooting and additional information

Below, you can find some additional information and video tutorials to help you use the system.

Incomplete invoices created in Supplier Portal

It is important that you click the Submit button when creating an invoice in the supplier portal. If you do not, the invoice will remain in an incomplete status. This means it will not be entered in the Fife Council payables system and will potentially impact the matching of any further invoices against the purchase order.

To request the cancellation of an incomplete invoice, email the details to ERp.Accounts-Payable@fife.gov.uk.

Common reasons for incomplete invoices:

• Supplier has clicked either the Save button or Save and Close button instead of Submit when creating their invoice
• Supplier has started to create an invoice then has navigated to another area of the portal without submitting the invoice
• The portal has timed out or been closed accidentally in the middle of creating an invoice
• Supplier did not realise that as soon as they have matched a purchase order line when creating an invoice, it will save as 'incomplete' if not submitted

It is important that you progress any incomplete invoices which you have created to prevent problems matching future invoices against the purchase order.

• Search for incomplete invoices - YouTube video
• Edit and submit an incomplete invoice (Add a line) - YouTube video
• Edit and submit an incomplete invoice (Amount-based) - YouTube video
• Edit and submit an incomplete invoice (Quantity-based) - YouTube video

Supplier Portal credit memos

Credits should not be processed via the supplier portal. Instead, they must be processed manually by emailing them to IDR.invoices@fife.gov.uk

Insufficient amount available invoice/overbilling

At the moment, it's not possible to overbill via the supplier portal. If you need to invoice for a higher value or quantity than the invoice line allows, contact the named contact from the order PDF. You need to request that the order is increased accordingly, prior to submitting an invoice.

Duplication of invoices

If you have chosen to submit your invoice via the Supplier Portal, it is important that you do not also email a copy of the invoice. Invoices should be submitted via one route only to reduce the risk of duplication.

Freight and miscellaneous lines

When creating an invoice in the supplier portal, only use the Select & Add button to create an invoice line. If you need to add freight or additional lines to the invoice, contact the requisitioner to add them on to the order. This will then make them available to select for invoicing.

Do not click 'Plus' to create invoice lines or this will result in the invoice being automatically rejected and cancelled after submission.