An exciting update has been made to Invoicing, which primarily effects users with Electronic Invoicing as it streamlines the process and provides better clarity around what items are mapped to. This article highlights the changes that have been made. This update will be released on Wednesday September 18th.
All users will notice that the actions that were previously available via blue pencils on any vendor invoice are still available, but are now stored under the Actions button on the invoice. The red pencils on each line are still available to indicate where you've been invoiced incorrectly, this has not been changed.
The invoice mapping process will now just be done on the invoice that is available from the vendor invoice screen, you no longer need to map on the electronic invoice page and then go to the vendor invoice page. The process itself has not changed and invoices will need to be mapped and then approved as normal. This update just gives better visibility to existing mappings by displaying both item and pack size mappings on the invoice, and updating the invoice statuses to be clearer.
From the vendor invoices screen you will be able to see all your invoices and their current statuses, and will be able to process all your invoices from within this one screen.
The statuses have been updated for increased clarity, see each status description below:
|Processing - This invoice image is still being processed, when it is available to be mapped you will see the status update to "Mapped".|
|# Unmapped - This invoice is ready for you to map, but not all the lines have previously been mapped, you will need to map some number of lines before moving forward.|
|Mapped - All the lines on this invoice are already mapped, they should just be reviewed and you should click "Done Mapping".|
|Reconciled - Mappings have been completed, but the invoice needs to be approved.|
|Unreconciled - The mappings have been completed and the invoice needs to be approved, but currently the invoice line items total doesn't match the invoice amount.|
On the invoice any unmapped lines will be listed as "Not Mapped", and for mapped lines you'll be able to see the name of the item it is mapped to, as well as the pack size. (Always be sure to review your mappings to ensure that it is mapped to both the correct item and the correct pack size!)
Specific Actions, such as "Update Vendor", will only be available in the mapping phase. If the vendor needs to be updated, this will need to be corrected prior to the invoice being marked "Done Mapping".
After you've mapped and made any updates to the vendor or details, clicked "Done Mapping" or "Done Mapping and Next". Selecting the green button "Done Mapping" will prompt the next phase for the same invoice. Selecting the blue button "Done Mapping and Next" will complete that invoices mapping and prompt the next invoice that has unmapped items.
After selecting "Done Mapping", be sure to review the final version of your invoice. Click the Actions button to allow more actionable options on the invoice.
After selecting "Show Distributions", there will be full visibility to see vendor's item name, the categories and GL codes, and any distributions.
There are additional options to "Update Details", "Update Invoice Total", and to "Add/Edit Note" on the invoice prior to approval.
Once the invoice is reconciled and any updates are applied, click "Approve" to complete processing your invoice.
If you have any questions about this update please don't hesitate to reach out to our support team at firstname.lastname@example.org or by calling (844) 367-7700.