Streamline Your Procurement Process with Our Purchase Order Invoice Template for Procurement

Purchase order invoice template for Procurement

so you work with the smart shade and was never able to create an invoice automatically just because a smartsheet cannot create invoice using multiple lines all right now I want to show you how this is possible look at my screen so look here I have one line here another line here and all those two lines has items and I'm creating voice so if I click here let's say this one here okay and save it will run a few automations if I go here and look here it's running the automation when it's finished it's about 30 seconds ish writer 25 when it finish look what is going to happen I finish here creating the invoice look here refresh let's refresh the page and I have an invoice here invoice number zero zero one as it is zero zero one here okay look all those items here so if I click here and if I open this invoice let me just bring that to you here look that I have all the items here let me just put this here to you and then you're going to be able to see let's scroll here okay a little bit look those items here I have eight by eight by sixteen eight by eight by twelve everything here okay and then if I do this with the this other invoice I would have the same result so let me show you how do I create that so let me show you how I did this all right it is a simple step but you need to have a little bit of code but if you stay with me until the end I have a surprise for you okay create the word template the very first step for you is to create your template and when you create a template from word by the way I'm creating thing plate with word because it's much easier to create most of the people know how to create word same plate and you can even use Google Docs and save as dot as Word document the only thing that you need to do is you must use those double braces and use the word that you want to be substituted like inside the double braces for instance Bill 2 name company address phone email and here I have invoice number invoice date and you see that I create tables for that I have item unit price quantity and total you can see that this one I don't have the double braces because when you are creating side a table looking for multiple items you don't need to do that all right and I have here subtotals so subtotal tax and total and when I create the invoice I had this connection here all the items now going back so after you create your template you need to save and then you need to save the file to a Google drive folder with a unique name why that because in this example I save the file in Google Drive and then when you are creating your invoice the automation will read this file will download will fill all the informations and then we'll send back to smartsheet so and then create the invoice check the create invoice and save it so now I have here this example that I was showing you before I just collapsed this and you can see that those two lines here are the invoice I have here the invoice number invoice date subtotal and you can see that the subtoto the tax and the total actually all of them has a formula here some children all right it is summarizing the children's and then I have all the rest of the information that you can see here so if I expand again all the items are indent here if you want to create a new item for example let's say here item or let's say new item okay you need to make sure that this items hidden if it is this way like this you see there is a space is not it indent so it won't work this item won't show so if I indent here now it's going to show okay I will just delete this by now but how the code really works after you finish this you need to go to make.com create you can have until to say active scenarios by free and I'm using a free account here if I go here to my scenarios all right and I go to my integration smartsheet is this one that I just created to show you I can see that I have here my smart sheet integration when you create that you can just search this select a new event for a smart sheet add a new web hook here okay if you don't know what is a web hook actually is kind of the same way the name says is a hook where you will wait information from someone so when you add that here you just click ok and then you will go to this plus icon actually it will show it will be showing here you can click on the plus icon and add an HTTP like if I can do this for you just type HTTP and select make a request okay after you select make a request you select post raw in body type in content type Json and then just write this here down all right after you save that oh by the way you need to have an URL here before you save you can write everything down here but before you write this URL because you don't have that you need to go to pipedream create your account there it is free already you have it's even um you have more free things than you haven't make but because pipe dream you need to write more code I use for another reasons and after you you create you you just need to go to your work flows click new and I will show you here how it will be after you create you just select new HTTP request you're gonna see this as I'm seeing here right now you will click and test all right and then when you clicking test you're gonna see this URL your url will be unique for you you can just copy this one you can see here mine is e08 so you can copy just go here and paste you see here e08 so after you copy and paste here you can click in OK all right and then you are ready to go here you can save you can click here to schedule and now we need to do a test because this one here will be rating for a test here where mine says so an hour here yours will be right down waiting so you can just click and Save in your smart sheet here oh I forgot to mention you need to have a create uh actually a check box I give the name create po here okay and when I click here and save it will read that this column was changed and how I know that so after you select this new event here with the smartsheet you prompt to select or type you just type your sheet name there you find you will select and then you will be able to select which column this season will be watching to change all right so in my case I select created create po the same name I have here for this column now just going back a little bit after have this new event watching that column and you can click in run like I select here right look here I select here I can come here now I click in run once I can just do that for you I can do run once you see here it is waiting for one event it's not happening anything now because I didn't save so when I save here I select this all right I will save this look at that just wait a little bit and then you're gonna see one event here as you can see and now if I go here I have another event I could just select this event you can just go here show new event select this new event I won't select this one because mine is ready okay and if I go here let me see yes it didn't create because it's not running right now but after you have this you're gonna see this event you will see in the body there's two lines here sheet ID and row ID so with that information you can do everything basically just go create click on this plus button create a new Google Drive find file it's super simple if I go here for example I could just do here drive select Google Drive click here find select find file so it you can say it's simple okay just do that after you do that you will be prompt to that so select your file and here you're gonna put your invoice name or purchase order or whatever is your file name that you saved in your Google Drive then it will search it needs to be unique because if you have more than one with the same name it will find two and then it will just get the first one that it appears could be a problem and then you need to create another one to download file because now it found the file and now you need to download the file so let's just go here you select in file you can just come here scroll down and find your ID look that your ID find file ID find files this name here you can see find file so you can find your ID select the ID and then put the name that you want to save in your temporary file look here save as this symbol here I forgot the name TMP this symbol again and then your file name you don't need to put the extension in my code because I I control that in my code later and then you can just create one new type smart sheet select smartsheet and then use any smartsheet API in Python click on that and then you will have is smart sheet code look at that this is amazing and then you need to create here the code just to create that invoice and then you can just test and deploy so this is it but I told you that I had a surprise for you correct I'm not showing you here right now the full code why not because it took me about eight hours to complete this in a way that would work very well I'm giving that to you actually by a very fair price you can look at the description this video You're gonna find all the code that you can just copy and paste you're gonna find a video where you're gonna see step by step doing with me from the scratch everything in much more detail for what I showed you here all right and then you're gonna see the template here is the page is smartsheet invoice automation you have the welcome you have all the information you have the step-by-step not only the video I'm showing you here step by step that you can see look that step by step how to create everything it's more than a hundred slides and here at the very end you have the tutorial to create this from the scratch with me this video is not listed in YouTube you need to have this you're gonna have all the code for you just to copy and paste if I can I can show here part of it okay you can just copy and paste and you will be able to have this results here let me just do once more for you just for fun here because this is actually amazing and right now I'm listing another video where I help you how to use drop down menu automatically as well if you have like 20 sheets where you need to update all your drop downs menus one by one you don't need to do that anymore just look the video and I want to teach you how to do that as well alright see you then