GPM Time & Materials: Submit Invoice

Contractors will be allowed to submit invoices once a budget has been created in Salesforce and is set to status Approved. The instructions below are intended for Portal User Contractors or External Stakeholders when submitting an invoice as part of the project budget.

Log into Salesforce to access the Project Record.

 Click on the Projects tab.

Select All GPM Projects from the view drop-down, then click the Project Name from the list to access the specific Project Record.

Ensure that Project Record type is listed under the All GPM Projects filter.

Click on the Details tab within the Project Record, then click on the Project Invoice option.  

Click on New Project Invoice, or scroll down to an existing Project Invoice.

Review Invoice Summary and Budget Line Items. 

Enter the appropriate Current Invoice Amount for each Budget Line Items under the NYSERDA and Cost Share fields. Enter the appropriate Hours for Direct Labor. 

On the budget line, only enter the Hours & Invoice Amount for the current billing year.

Review the appropriate Current Invoice Amount for each Budget Line Items under the NYSERDA and Cost Share fields. Review the appropriate Hours for Direct Labor. Then scroll down and select Continue. Or, click Edit to make modifications to the Invoice Amount. 

Enter the same Current Invoice Amount under the NYSERDA and Cost Share fields on Invoice Lines matching as the previous screen with Budget Lines. Review, then scroll down.

Enter Customer Invoice #, Invoice Period From, Invoice Period To, & Invoice Notes. After inputting all the details select Save. Or, click Cancel to make modifications to the Invoice Amount. 

Review Invoice Line Items for Current Invoice Amount & Description, then scroll down to Supporting Documents and select Manage Documents. 

A supporting document must be attached to submit an Invoice. Enter the Document Name and select Choose File to locate and upload a document from your computer. Click Save to submit the uploaded document. Document Status will then display as Submitted. 

All Supporting Documentation needs to be submitted as a PDF. It is strongly preferred that you upload these materials as a single PDF.

If you uploaded the wrong file, click on the X to the far right of the document line item to delete the file and repeat Step 12 to upload the correct document. Click SAVE, then click BACK TO INVOICE  to return to the Invoice submission page. 

On the Invoice submission page, review all the details Current Invoice Line Amounts, Customer Invoice #, Invoice Period From, Invoice Period To, Invoice Notes & Supporting Documents. After reviewing all the details select Save. Or, click Cancel to make modifications to the Invoice Amount. After validating that all the information is correct, click Submit. If changes are needed, click the Edit but instead to make changes to the Invoice. 

After clicking Submit, the Invoice page will refresh and display Invoice has been submitted successfully. as the Invoice status.  

Click Project Invoices on the top of the page, and the recent Project Invoices will appear with all the details and Sent to Finance status. 

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