Create GR & Invoice

Once a Purchase Order has been accepted, submit your proof of delivery and invoice directly through the Supplier Portal.

Who can use this?

Available to Supplier contacts only. Buyers manage purchase orders through the main ProcureFlow dashboard.

Open the Submit Proof of Delivery form

Navigate to the accepted Purchase Order in the Supplier Portal. At the top of the page, click the Submit Proof of Delivery button. This button is only active after the PO has been accepted.

Important: Button still disabled? The buyer requires PO acknowledgement before a delivery can be submitted. See the guide: Accept or Reject a Purchase Order.

The Submit Proof of Delivery button is active once the PO has been accepted.

Select the items you are delivering

The form has two sections. In Section 1: Delivery Details, tick the checkbox next to each line item included in this shipment. The Delivered Qty field auto-fills with the remaining open quantity. Adjust it if you are making a partial delivery.

Tick each item in this delivery. Adjust the quantity if you are partially fulfilling the order.

Upload your Proof of Delivery document

Below the items table, click Choose File under Upload Proof of Delivery. Select a PDF, JPG, or PNG file. You can attach multiple documents if needed.

Tip: Accepted formats: PDF, JPG, PNG. Maximum size: 5 MB per file.

The uploaded filename appears below the Choose File button. Scroll down to complete Section 2 (Invoice Details).

Fill in invoice details and upload your invoice

In Section 2: Invoice Details, complete all fields:

Invoice Number - your invoice reference (e.g. INV-2026-001) Invoice Date - the date printed on your invoice Invoice Amount - auto-filled from the selected items; adjust only if your invoice differs Upload Invoice - attach your invoice document (PDF, JPG, or PNG)

Important: If you change the Invoice Amount, a Remarks field appears asking you to explain the difference. This is required before you can submit.

All fields completed. The invoice amount is auto-calculated from the selected items. Attach your invoice document before submitting.

Submit and confirm

Click Submit Delivery at the bottom of the form. The dialog closes and the page refreshes. A Delivery History section appears at the bottom of the PO, showing your new goods receipt with a Pending Review status. The buyer reviews and accepts or rejects it.

Tip: You will receive an email notification once the buyer reviews your goods receipt.

Your goods receipt shows in Delivery History as "Pending Review" until the buyer accepts it.