How to Upload a Purchase Invoice in OrderWise

Learn how to successfully upload and attach a supplier invoice to a purchase order in OrderWise, including entering financial details and nominal codes.

May 28, 2026 By Ben Fotheringham

This guide shows how to upload and attach a supplier invoice to an existing purchase order. Completing this ensures your accounting records correctly reflect goods received and accounts payable.

This process applies primarily to purchasing and finance teams. You should use this guide whenever a supplier issues a final invoice for an ongoing or completed purchase order.

To begin adding a purchase invoice, you must first locate the corresponding purchase order in the Purchasing module.

Step #1: Click Purchasing in the left navigation sidebar. — Click **Purchasing** in the left navigation sidebar.

Step #2: Close the supplier list if it loads automatically. — Close the supplier list if it loads automatically.

Step #3: Click Purchase activity. — Click **Purchase activity**.

Step #4: Search for your supplier or purchase order and click the line item to select it. — Search for your supplier or purchase order and click the line item to select it.

Step #5: Click Add invoice in the top toolbar. — Click **Add invoice** in the top toolbar.

Enter your invoice details. This connects the supplier's document to your internal records.

Step #6: Confirm the Supplier field is correct. — Confirm the **Supplier** field is correct.

Step #7: Set the Invoice type dropdown to Invoice. — Set the **Invoice type** dropdown to **Invoice**.

Step #8: Enter an Accounts reference if required by your accounting setup. — Enter an **Accounts reference** if required by your accounting setup.

Step #9: Input the Supplier invoice number. — Input the **Supplier invoice number**.

Next, input the financial breakdown. The net value is the cost of goods without tax, while the tax field captures the exact tax paid. OrderWise automatically sums these values for you.

Step #10: Enter the Net (foreign) amount. — Enter the **Net (foreign)** amount.

Step #11: Enter the Tax amount. — Enter the **Tax** amount.

Step #12: Select the correct tax rate from the dropdown menu. — Select the correct tax rate from the dropdown menu.

Step #13: Choose a Nominal code to categorize the bulk of the purchased items (e.g., Products for resale or Raw materials). — Choose a **Nominal code** to categorize the bulk of the purchased items (e.g., **Products for resale** or **Raw materials**).

Setting a department code or cost center is optional and can be skipped.

Finally, attach the physical or digital invoice document to ensure accurate record-keeping.

Step #14: Click the paperclip icon at the bottom of the window to open the attachments dialogue. — Click the **paperclip icon** at the bottom of the window to open the attachments dialogue.

Step #15: Click the + icon to add invoice files (PDF, Word, Excel etc) — Click the + icon to add invoice files (PDF, Word, Excel etc)

Step #16: Click the Magnifying Glass icon to search for your file. — Click the **Magnifying Glass** icon to search for your file.

Step #17: Search for and select the downloaded invoice file using the file explorer. — Search for and select the downloaded invoice file using the file explorer.

Step #18: Click Open to upload the file. — Click **Open** to upload the file.

Repeat steps 15 - 18 to add multiple files if needed.

Step #19: Click Save in the attachment window. — Click **Save** in the attachment window.

Step #20: Click Save on the main Purchase Invoice window to finalize the upload. — Click **Save** on the main Purchase Invoice window to finalize the upload.

Q: What is the difference between net value and tax?

A: The net value represents the cost of your goods excluding tax, while the tax is the additional amount paid on top of those goods. OrderWise will automatically add these together for your gross total.

Q: Are department and cost center codes mandatory?

A: No, you do not always need to set a department code or a cost center when uploading a purchase invoice. They are completely optional.

Q: Do I need to provide a description when attaching the invoice file?

A: Adding a description for the attachment is optional. In most cases, you can leave the description box blank.

Term	Definition
Nominal code	A reference code used to categorize the types of goods or services purchased for accounting purposes.
Net value	The total cost of purchased goods or services before any tax has been added.
Purchase invoice	A document received from a supplier detailing the products provided and the payment required.

Term

Definition

Nominal code

A reference code used to categorize the types of goods or services purchased for accounting purposes.

Net value

The total cost of purchased goods or services before any tax has been added.

Purchase invoice

A document received from a supplier detailing the products provided and the payment required.