A Singapore Government agency can send its purchase order to you through InvoiceNow, the same network you send invoices on. The order arrives in your Inbox. Receiving it turns it into a sales order, which you then deliver and invoice as usual.
What an order is
An order is the agency's purchase order, sent electronically instead of by email or post. It lists what the agency wants to buy, how many and at what price. Its number is the agency's PO number, which your invoice quotes back to them.
After the first order, the agency can send more documents about it:
- Order or Advanced Ordering — a new purchase order. The two differ only in format, and you handle them the same way. See Receive an order.
- Order Change — the agency has revised the order. See Receive an order change.
- Order Cancellation — the agency has called the order off. See Receive a cancellation.
- Order Balance — the quantities the agency still expects from you. See Receive an order balance.
You answer with an order response, to tell the agency whether you accept the order, and later with the invoice. See Send an order response.
Before you start
- InvoiceNow must be active on System ManagerCompany Profile. Orders reach you at your InvoiceNow ID. See Activate InvoiceNow.
- If your business is GST-registered, activate GST InvoiceNow as well. Receiving orders does not need it, but it is what sends a copy of the invoice you raise for the order to IRAS. See Activate GST InvoiceNow.
- Your Vendor ID and remit-to details should be saved on System ManagerCompany Profile. They fill in on every government invoice, including the one you raise for an order. See Before you send a government invoice.
- Your role must allow you to view and receive in the InvoiceNow Inbox, and to create sales orders. See Change what someone can do.
Where orders arrive
- In the Inbox. Orders appear on InvoiceNowInbox with the status New. The app checks for new documents about every ten minutes. To check straight away, click Check incoming documents.
- Only what needs action. The Inbox opens on the documents still waiting for you. To see ones already received or dropped, change the Status filter.
- By alert. InvoiceNowInbox Alerts tells the roles you choose when a new document arrives, and reminds them when one is left waiting.
- From any buyer. These guides use a government agency as the example. An order from any business on InvoiceNow arrives and is handled the same way.
What to do next
Receive the order and turn it into a sales order, then an invoice. See Receive an order.
What can stop you
- There is no Inbox in the menu. InvoiceNow is not active yet or is still Pending Activation, or your role does not include it.
- The agency says it sent an order, but nothing arrives. Click Check incoming documents. If it is still missing, check that the agency has your InvoiceNow ID exactly as Company Profile shows it.