A PO ‘flip’ enables a Charter Hall-generated purchase order to be instantly converted to an invoice within Tradeshift. This feature is the fastest, most accurate method for vendors to convert a purchase order into an invoice.

Option 1 – Launch From the PO Email

Onboarded vendors will receive an email with a link to the PO. Click Accept this order within the email body to launch the invoice and start the ‘flip’ process The purchase order will open. Continue to follow the remaining steps in Option 2 (below), starting at Step 5.



Option 2 – Launch From the Document Manager

1. Log into Tradeshift

2. Click the blue Document Manager icon

3. Search for the purchase order you wish to invoice against. Tip - the text in the Document ID column will display Purchase Order. You can also use the search field at the top of the screen to search for the PO number

4. Click the PO line to open the purchase order

5. Click the blue Create Invoice button at the top of the screen

6. The invoice will auto-populate with the key purchase order data



PO Line Items – Important Information

To pass the business fire wall, all lines on a PO invoice must contain a Line ID in the format 1, 2, 3. Do not use 01, 02 or any other format. Do not use alphabetical characters or symbols.



Please ensure the Line IDs on the PO invoice and the Line IDs on the original purchase order match. Do not change the sequence. If the PO has multiple lines, and you want to invoice only for items on PO Line 2, ensure that the purchase order invoice Line ID shows ‘2’.







7. Check or complete the mandatory invoice data fields:

• Invoice number – Vendor to provide. This cannot contain spaces or symbols (hash, forward slash, comma)
• Issue date – Defaults to the current date
• Currency - Will default to AUD
• Delivery date and Payment due date – Not required for Charter Hall
• Purchase Order Number – Mandatory - Check the PO number
• Add optional field – Check the Person Reference
• Item ID – Not required for Charter Hall
• Description of the items/services
• Quantity
• Unit – Click the field to change the default units
• Price per unit
• Tax - Click the field to change the tax type

8. Add new line – Click to add more line items to the invoice

9. Delete a line - Highlight the row (it will shade blue) then click the X symbol on the right hand side. Remember to update the Line ID so it matches the Line ID on the PO. Delete any lines which are not required on the invoice. Do not attempt to submit an invoice with a ‘$0’ amount on any line.

10.  Add payment terms and means – Leave blank; we will pay you via the default payment method already set up with Charter Hall. The exception is BPAY payments. If you require payment via BPAY, select BPAY then add the BPAY details.

11. Write a message to the recipient - Optional comments visible to the Charter Hall coder/approver

12. Attachments – Optional.

Click Preview to view and edit the invoice, or Send to submit to Charter Hall.