Bevager and Foodager offer Electronic Invoicing, which means a digital copy of the vendor invoice will be available on the system. This digital invoice has the lines on the invoice mapped to your inventory items. The system remembers these mappings so that invoices can be generated and mapped automatically. These Electronic Invoices are created from a variety of methods - by uploading an image of your invoice as well as via direct feed with your vendor of third party invoicing system.
Best Practices: We recommend uploading images of ALL your invoices to the system, even if you have an EDI feed with the vendor. This allows you to still see the picture of the image and compare it to the data the vendor provided. See Managing the Image Vault for more information on uploading invoice images.
Once an electronic invoice is available for review you will see a few alerts on your system. You will see a Needs Attention alert at the top of every page, as well as an invoice count alert to the right of the Electronic Invoices menu option. These links will take you to the Electronic Invoices page, where you can see all the invoices that are ready to be reviewed.
To Review and Receive the Electronic Invoice you should:
1. Map any Unmapped Lines & review existing mappings
2. Click Done Mapping
3. Click Approve Invoice
In the image below you can see that there are several invoices available - the first invoice has a status of Ready, which means all the lines have been mapped, it should just be reviewed and have Done clicked. The second invoice has one unmapped line. This line must be mapped before the invoice can be Done.
To review the invoice click the row in the table. This will take you to the invoice. This is a digital reproduction of what was printed on the paper invoice that the vendor generated. Any pencil marks or red lining that was added after the invoice was printed will not usually be included.
From here the line items will appear with either a red broken chain () or a green linked chain () beside them.
- Indicates that the item has never been mapped. Map this purchase unit once and on future invoices, it will come through pre-mapped.
- This purchase unit has previously been mapped.
Step 1: Map any Unmapped Lines
Any unmapped lines will need to be mapped before the invoice can be approved. See the article titled Mapping Lines for a thorough deep dive on this process.
Before clicking Done Mapping at the bottom review your mappings to ensure the Item Name and Pack Size that is mapped matches what your vendor invoiced you for.
Step 2: Click Done Mapping
Once all the items have been mapped, click either Done Mapping or Done Mapping and Next at the bottom right. Done will take you to the Vendor Invoice, where you should review the invoice and click Approve. Done Mapping will take you to the Vendor Invoice and Next will take you to the next Electronic Invoice that needs to be reviewed if there are any in the queue.
Step 3: Click Approve Invoice
Once you click Done Mapping you will generate a Vendor Invoice - the Vendor Invoice still needs to be approved in order to push out any updated prices throughout the system. The invoice should already be reconciled but you should review the invoice to ensure it looks correct, and click Approve Invoice at the bottom of the screen.
As mentioned before, if you were shorted any items, rejected goods on delivery, or were otherwise invoiced incorrectly, you should use the red pencil icon to indicate what you actually received and what you should actually be charged. When you approve the invoice you will have the option to pay the full amount and request a credit, or short pay the vendor.
Mapping Pack Size
Keep in mind that you are mapping the Pack Size of the item on the invoice, not just the item itself. The system will remember this mapping, but if the item comes in with a different pack size in the future, it will be unmapped.
Receive Your Placed Order
If you placed the order through the system you should link the Order to the Invoice and change the status of the order to Received. To do this, pull up the order and select Mark Order Received at the bottom right to change the status of the order from Placed to Received. This will open a popup where you can enter the relevant invoice number and upload the picture of your invoice for processing. When the electronic invoice is created it will be linked to this order.
You will also see a white Receive Order button. That button is for manually receiving the order (when there is no Electronic Invoice) - you should click Mark Order Received if this invoice is being generated electronically (not manually).
Price Review Flag
If you have mapped an item to a Purchase Unit with a significant price difference, you will see the Price Review flag. This picks up any price difference that is less than 80% or greater than 120% different. If the mapping is incorrect click Back, but if the price swing is correct click the checkbox to indicate the price difference is correct.
You can review the image of the invoice (if it was uploaded) by clicking the paperclip icon at the top right of the invoice. If the paperclip is green there is an image attached, if the paperclip is blue there is no image attached.
If you would like to schedule a training for electronic invoicing feel free to select the link below: