# New Document
Where a physical document is not available or the document information is too sensitive to be captured and shared within the company, the New Document function can be used to create the document manually in the DX2 Portal. This way you can record the information which can be shared.
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At present only Invoice documents can be created using the New Document functionality.
To get started, select New Document from the side navigation bar:
This will open the New Document creation page:
# Entering data
To begin creating a New Document, select the direction as Receive or Send. If you are entering an invoice received from a Trading Partner, the direction will be Receive.
Select an existing Trading Partner from the drop down list or setup a new Trading Partner by selecting the New Trading Partner from the list.
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Although the document direction and the Trading Partner can be selected after entering the document details, it is better to select them first as the From details will populate from the Trading Partner selected.
Enter the Invoice Header fields from the Invoice, starting with the Supplier information.
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Editable sections of your invoice will be shown in grey boxes. Click on an editable section to start mapping information into that section.
The From information will default from the address details setup for the Trading Partner where a Trading partner has been selected. This information can be modified in the From section. To modify the information click into the From box:
A window will be displayed:
Modify the information as required and click Done to save the changes. These changes will apply only to this document.
Required Fields:
- Company Name
Field Validation: There is no field validation on this window
Click in the To box.
The To information will default from the address details setup for your company. This information can be modified in the To section. To modify the information click into the To box.
Required Fields:
- Company Name
Field Validation: There is no field validation on this window.
Click in the Invoice box.
Enter the Document Number. Document Date will default to the system date and Due Date will default to the 20th of the month. Currency code will default to NZD. These values can be changed by clicking in the Invoice box.
Required Fields:
- Document Number
- Document Date
Date Fields: You can select the Document Date and Payment Due Date by clicking on the calendar icon:
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A warning will be displayed if an Order number is entered and it does not exist in the DX2 Portal.
Click in the Description box to enter Invoice lines. The Invoice Lines window will be displayed. Enter values in the columns displayed. You can click into the next blank line below existing line, and enter the data. Use the tab key to move to the next column.
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The default columns displayed can be removed if required. Click on the down arrow on the column heading and choose Remove Column. Columns can be added from the list of available columns by clicking on the Add Column icon, then you can assign a header and add data.
Field Validation:
There is no field validation on this window.
Document totals: - Subtotal, charges and discounts can be entered here. Tax will be calculated at the specified percentage if Auto Calculate is enabled.
Click into the Totals section of the template, to display the Totals window:
Enter the amount in the appropriate fields. If Auto Calculate is enabled, Tax Total and Gross Total will be calculated based on the Subtotal (Tax Exclusive) amount.
All amounts are positive figures, even the discount/charges. You may get an error message saying the amount is incorrect if you enter a negative amount.
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Approvals uses the NET – Subtotal (tax exclusive) amount to balance to, this is used to allocate distributions, so this is the most important field to enter correctly.
When you are finished click Done or Cancel to exit out of the window.
Enter the information for Payment Information and Notes, if required.
# Submit for Approvals
To submit the document for approval, click on the Submit Document button:
When you click Submit, if an error occurs - a red line will appear under the section that has a problem. In this example, there is an error in the Document header section, because it has not been filled out properly and is missing information.
Fix the errors and click Submit Document again.