mtCharge+ InvoicePay (also known as "Purchase Order Flip") is available as a standard feature for all Manufacturers using mtCharge+.
It is a time saving feature designed to help you get paid faster by eliminating manual data entry. Instead of building every invoice from scratch, you can instantly "flip" an existing Purchase Order into a ready to send invoice. The system automatically carries over all the essential details, including line items, quantities, pricing, and buyer information, ensuring your records stay perfectly synced with your customer's request.
By using this feature, you significantly reduce the risk of clerical errors and cut down on administrative work. Once the information is populated, you can review the details and email the invoice directly to your buyer for payment with just a few clicks.
Currently, InvoicePay is only available for orders with "See Special Instructions" without a credit card attached as the payment term. Orders with other terms will continue to use the standard mtCharge+ payment flow.
How to navigate InvoicePay
- Navigate to View Orders
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Orders available for InvoicePay will be noted with the Invoice Icon
View Orders Screen 3. Select the Invoice Icon. This will open the "View Invoice" window. Click the Generate Invoice button
This screen will display both a summary and status of current invoices tied to the selected order.
View Invoices Screen Note: If the view invoice section is blank it simply means, there has not been any invoices generated yet for that order.
View Invoices Screen All invoices display their current status as they progress through the lifecycle
OPEN The invoice has been created and emailed to the buyer. The system is currently awaiting payment from the buyer.
DRAFT An invoice has been generated but has not yet been sent to the buyer. The user can delete the draft or send the invoice to the buyer for payment. If a draft needs to be changed or updated, the user must delete the current draft and then select "Generate Invoice" to create a corrected version.
PAID The invoice has been successfully paid by the buyer.
REJECTED The invoice was rejected by the buyer. The specific reason for rejection will be displayed on the screen. The manufacturer (MFR) must generate a new invoice if corrections are required before re-sending it to the buyer.
Selecting an Invoice from the View Invoice Screen
When you click on any Invoice on the View Invoice screen, it will display the details of the selected invoice.
All Invoices will display relevant details for that invoice. Including Order total, Invoiced Items, and total actually invoiced
Clicking the PAID or View Invoice button on the View Invoices screen will allow you to view/download a PDF copy of the paid Invoice.
How to Generate an Invoice
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Navigate to View Orders, and click on the InvoicePay icon.
View Orders Screen - Click the blue "Generate Invoice" in the upper right corner. Pro Tip: Multiple Invoices can be created for a single order.
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On the create invoice page, you can add the items from the order that you would like to invoice. The Order Items tab includes Item Number, Name, Order Quantity, Remaining Items (Items not yet invoiced), and Price. You can use the -/+ buttons or type in the number directly.
If you would like to invoice the entire order, you can select the "+Invoice All Items" - Add any necessary shipping, handling, or miscellaneous charges.
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After confirming the Grand Total is correct, you can select "Send Email/Invoice".
Sending the invoice will automatically email the invoice/payment request to the buyer*. You should see a pop-up message confirming the invoice was sent successfully.
The status of the invoice will be changed to OPEN.*Currently invoces are only sent to the Bill To email.
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You can also select "Save Draft".
This will save the draft of the invoice for later action, change the status to DRAFT.
An invoice in DRAFT status has 2 options for further action. Currently, draft invoices can not be edited. IF you need to make changes, delete the draft and create a new invoice.
a. Delete. This will delete the drafted invoice and return the items to the order
b. Send Invoice. This will send the invoice using the same process as step 5 above.
Buyer Experience
The buyer will receive an invoice email from portal@markettime.com with the invoice total, an attached PDF, and a payment link.
The buyer can download/print the invoice from the attachment.
To pay the buyer will click the "Pay Now" button in the email. This will direct the buyer to a secure payment page.
The buyer will enter in the card information and select "Pay Now" to process the payment. If the payment is successful, the buyer will receive a "Transaction Successful" message.
If the buyer would like to reject the invoice, they can select "Decline". They will be required to provide a reason for declining the invoice (e.g., items incorrect, need to make a change to the invoice) The decline message will be sent to the manufacturer.
After the buyer rejects the invoice, the manufacturer can create a new, corrected invoice to send to the buyer.
If the payment fails or declines, the buyer can click the link in the email again to try a different method of payment. The payment link will remain open until there is a successful payment. Once a successful payment has processed, the link will no longer work to avoid duplicate payments.
Salesperson and Rep Group Visibility
Salespeople and Rep Group Admin will be able to view their PAID invoices. They will not have visibility to Rejected, Draft, or Open invoices.