Submit an Invoice on a Purchase Order

Get started
1. Go to the BRASS Supplier Portal.
2. Click Sign in or Register.
3. Enter your log in information, then click Login
Create Invoice
1. Click Order Management then click Create Invoices.
2. Select the PO Match radio dial. NEVER CHOOSE ‘EXPENSE’.
Invoice Entry
1. Enter your Invoice Number.
2. Click the Purchase Order look-up button to select your PO.
  DO NOT type in the PO number. If you enter your PO manually, the system will not properly link your invoice to the correct purchase order, and our Accounts Payable team will not be able to see your invoice.
3. Select your PO from the list that displays.
  DO NOT check the box ‘Select to Create Details for All Open PO Lines’.
4. Enter your description.
5. Enter your invoice date. (This is the date the services or goods were rendered to the City)
6. Enter your invoice amount. (This entry should contain only a decimal point.)
7. Your submittal must include a copy of your invoice. Click the folder to attach an image of your invoice. SCANNED PDF ONLY.
8. Proof of Delivery is not a required field; Packing slips can be entered here when necessary.
9. Click Next at the top right when you’re done.
Purchase Order Line Information
1. The Portal advances you to the Purchase Order Line Information page.
2. Click the grid next to the option Create Detail From PO Line.
3. The Portal displays your Available Purchase Order Lines.
4. Enter a checkmark next to ONLY the lines you want to invoice.
5. Click Create Detail from PO Line after selecting your lines at the bottom right in BLUE.
  The Line(s) selected will disappear and then you hit the close button. REMEMBER TO ALWAYS SELECT ’CLOSE’ when done.
6. The Portal now displays only the Purchase Order Lines you selected.
7. If you need to change the Invoice Quantity, click the actual amount in the field and overwrite the entry with the new quantity.
  The Unit Cost field should Never be changed.
8. Once the Quantity has been updated, Click the Save button at the top right.
9. Confirm that the entry in the Quantity field matches the ‘Total Functioning Amount’ field after Saving.
10. When you’re done, click Next at the top right corner of the screen.
Submit Invoice
1. The Portal now advances you to the Submit Invoice section.
2. Review the Invoice Number and Invoice Amount
3. Confirm and click the Submit this Invoice immediately button in blue. SUBMIT.
All done
1. You just submitted an invoice to the City.
2. A confirmation message will now appear at the top of your screen.
3. You will see ‘The following action submit completed’ pop up notice at the top right.
4. Now you can review invoices you’ve submitted or continue working on invoices you have not yet submitted.
5. Click Order Management then click Manage Self Created Invoices.
6. The Unsubmitted tab and Submitted tab displays. Click Submitted invoices to review ALL invoices you’ve already submitted.