Overview


The system allows associating the corresponding vendor invoices to the Purchase Orders. This process can be done manually, as explained on this article, or by email.

Instructions

Go to A/P>>PO Reconciliation

 Use the filters to find the PO that the invoice will be uploaded for. Then go to the Vendor's Invoice column for a given PO and click on Upload.

The Upload Invoice window will pop up. Enter the invoice number and the total amount of the invoice in the corresponding fields. If you have the invoice in a PDF file, drag the file towards the dotted area and drop it on the "Drag your file here or click to upload" section. Once you click on Save, the invoice will be listed below in the Invoice Summary with the uploaded invoice associated with it.

Supported Formats

The system allows uploading vendor invoices in the following formats: .xls, .xlsx, .jpg, .png, .jpeg, .pdf, .tif, .csv, .doc, .docx, .rtf, .xps, .oxps, .txt

Notice that you can also associate additional Charges per invoice by clicking on the link next to the Total Invoice field. Keep in mind that the total of additional charges should not exceed the total of the invoice. Just enter the amount and hit the Enter key. Once you have finished, click on Close. The additional charges with the same description will be consolidated in the PO Reconciliation screen as additional PO charges.

Make sure that the PO total corresponds to the total of the invoices associated with it. 

Click on Close to finish. The invoices added will be listed on the Vendor's Invoice column and by hovering the cursor over that field the system will pop-up the invoice details and you will be able to perform some actions, for example, if you click on View, the system will download the invoice.

Information

The Vendor Invoice Status column will display the invoice being at the earliest stage in the Workflow for the same PO.

Information

By clicking on the drop-down menu, in the Actions column, you will be able to Approve Edit, Delete, or Download the uploaded file (these options will depend on the invoice Status). For example, only the invoices with AA or AP statuses could be modified, delete or edited.