It is possible to create a PO invoice from scratch. When invoicing Charter Hall, the preference is that onboarded vendors ‘flip’ the PO instead. This is the fastest and most accurate option for vendors. 



Locate the Purchase Order



An invoice that is associated with a purchase order must contain that PO number:

• For onboarded vendors, click the blue Document Manager App. Search for the purchase order, then locate the purchase order number.
• For non-onboarded vendors, check your email inbox for an email from Tradeshift with the PO attached or for an email from your Charter Hall contact. They should have emailed the PO/PO number to you.
• If not, please contact your Charter Hall contact person. Once you have the PO number, you are ready to create the PO invoice.





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’.



The items on each line of the invoice must also correspond to the items on the same line on the original PO. Items on each line in the PO (e.g. PO Line ID 1 - Cleaning Products, PO Line ID 2 – Cleaning Services) must correspond to the same line ID number on the invoice (e.g. Invoice Line ID 1 - Cleaning Products, Invoice Line ID 2 – Cleaning Services). Do not change the sequence. If you wish to invoice only for the items on PO Line 2, ensure that the invoice line ID shows ‘ 2’.

1. Once the PO number has been identified, click the green Create Documents icon

2. Select Invoice

3. In the To field, search for Charter Hall Australia

4. 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

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

6. 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. Only create an invoice line for PO items you wish to invoice. Do not submit an invoice with a ‘$0’ amount on any line.

7. 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.

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

9. Attachments – Optional.

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