INVOICE MATCHING

INVOICE MATCHING MODULE (APPROVALS ON)

Eyvo’s eBuyerAssist has an Invoice Module that can be used to log invoices and payments into the system. This helps complete the Purchase-to-Pay (P2P) cycle of a robust eProcurement system and is especially useful to Purchase Managers and Accounts Managers if they are involved in this process.

Below are the statuses of Invoices:

- When there is no Invoice logged against an Order, the status shows us Not Invoiced

– If the Invoice Approver rejects the invoice, then the Approval Status next to that line item becomes Rejected and the Invoice Status becomes Invoice Pending.

– If an invoice on line item 1 is approved, its Approval Status shows as Approved. If the invoice for the next line item is sent for approval, the Approval Status next to that line item shows as InProcess and the Invoice Status becomes Invoice Pending.

– If all the invoices are approved and partial payments have been made, then the Invoice Status becomes Fully Invoiced and the Payment Status shows as Partially Paid..

Invoice Module (System Administrator perspective):

1. The System Administrator needs to activate Invoice Approvals. This can be done under Invoice and Payments> Assign Invoice Approver as shown in Screen: 1

   
   

2. Once the 'Invoice Approver' switch is on, the System Administrator would also need to assign some user(s) as Invoice Approvers. This can be done by switching Invoice Approver under Approver section for selected users as shown in Screen: 2:

   
   

3. Once the System Administrator has assigned user(s) as Invoice Approver, this user(s) will be seen in the Default Invoice Approver dropdown as shown on Screen: 3

   
   

4. The System Administrator needs to give access to the user(s) for this module. This can be done by the System Administrator under User Maintenance> User Register for each user as shown in Screen: 4

   
   

5. Lastly, the System Administrator can select the type of Invoice System to be defined in the system under Invoice and Payments> Invoice Number Uniqueness as shown in Screen 5:

   
   

   Note: This option can be changed later. However, in most companies, this is defined at the beginning.

Invoice Module (User perspective):

1. You can start by creating your Orders the way you usually do in the system. Once an order is issued, you will see the option for Invoices as highlighted in Screen: 1 with its 3 sub-sections:

   
   

2. If your supplier has sent you a copy of the invoice by email, then you can add the invoice document into the system by clicking on Attached Invoices> Attach Documents as highlighted in Screen 6.1 to see Screen 6.2:

   
   

   
   

   Note: You can browse for the file and attach it or click on File URL Upload as well.

   
   

   Click on Save once done.

   You can also attach a document to be read using the OCR technology, The OCR technology also known as Text Recognition enables the system to scan and read documents for further processing. To attach, click on Log Invoice with OCR as shown on the below Screen to see Screen 6.4

   
   

   Drag and drop the Invoice file and allow the system to read it. This may take up to a few minutes.

   
   

   Once the system has read the invoice document, it will show you the Invoice Amount, Invoice Date and Invoice Number as shown on Screen. These details are mandatory and have been picked up by the system from the invoice.

   
   

   If the details that the system has read are correct, the click on Create Invoice to see Screen 6.7.

   
   

   However, if the system has not read the details correctly or details are missing then you can manually enter these details and then click on Confirm Invoice. These fields are mandatory so they must have a value.

   The rest of the process to submit the invoice for an approval is shown above in point

3. The option Invoice Recording/Review allows you to log an invoice against individual items or log an invoice against all the items collectively. It also shows you the invoice and payment breakup.

   1. To log an invoice for individual items, click on Submit Invoice for Item icon as highlighted on 7.1

      
      

      
      

      You can add the invoice number or select the existing invoice from the dropdown, confirm the date, add the invoice amount and notes if any and click on Submit for Approval as highlighted on Screen 7.2. You will notice that the Invoice Status and Payment Status on the order show as Not Invoiced and Not Paid respectively till invoices are logged.

      Note: The invoice amount can be the entire Gross Price or a partial amount as well. The option to select an existing invoice will show only if invoices are attached. If not, you can add the invoice number only.

   2. You will also see the Invoice the Payment Breakup icon next to each line item as highlighted in Screen 8.1 to see details as shown in Screen 8.2

      
      

      
      

   3. You can also log one invoice for all the items by clicking on the Log Invoice button as shown in Screen 9.1 to see Screen 9.2:

      
      

      
      

      You can add the invoice number, invoice date, select the invoice as attached earlier, tick the checkboxes for the amounts to be invoiced, add notes and click on Submit for Approval as highlighted in Screen 9.2:

   4. For this document, we will proceed with the above option of logging one invoice against all the items for the entire amount. Once you submit this for approval, an email will be sent to the Invoice Approver for approval. The invoice approver can accept or reject this invoice as shown in Screen 10.1:

      
      

      The invoice approver can approve by clicking on the Approve button or check the details of the invoice via the Click Here button from the above screen.

      If the Invoice approver approves, the originator will receive an email confirming this as shown in Screen 10.2

      
      

      You will see now that Invoice Status on the order has changed to Fully Invoiced, but the Payment Status remains Not Paid and only the icon for View Payment and Invoice Breakup is visible. The Submit for Invoice Icon is no longer visible as you have logged all the invoices for the items with the full amounts.

      Clicking now on the View Payment and Invoice Breakup icon will show you Screen 10.3:

      
      

   5. The next step would be to log the payments. To do so, click on Log Payment as shown in Screen 11.1 to see Screen 11.2:

      
      

      Enter the Payment Date, with details such as Cheque Number and Cheque Clear Date if available with you, tick the checkboxes next to the line items with their payment amounts and click on Save.

      
      

      You will see in Screen 11.3 that the Approval Status shows as Approved and the Payment Status shows as Fully Paid:

      
      

      Another option under Invoices - invoice Recording/Review is Shipping Charges as shown in Screen 11.4

      
      

      Clicking on it will show you Screen: 11.5 where you can add the shipping charges that will be split equally across all the line items. Once you add the amount, click on Adjust to see the individual charges applied to the items and then click on Save.

      
      

4. The option that says History & Matching will show the details of each item when clicking on selected line item to see the next screen as shown in Screen 12.2 and Screen 12.3.

   
   

   
   

   
   

   Invoice - Payment Details report shows the Item Gross Value, Invoice Amount and Payment Amount as shown in Screen 12.5:

   
   

   
   

   Matching Report shows Item Gross Value, Received Amount, Invoice Amount, Uninvoiced Balance, Payment Amount and Unpaid Balance as
   shown in Screen 12.7:

   
   

   
   

   This report can be exported to a PDF, Excel, Word, HTML or RTF and can be printed or emailed.

INVOICE MATCHING MODULE (APPROVALS OFF)

Eyvo’s eBuyerAssist has an Invoice Module that can be used to log invoices and payments into the system. This helps complete the Purchase-to-Pay (P2P) cycle of a robust eProcurement system and is especially useful to Purchase Managers and Accounts Managers if they are involved in this process.

Invoice Module (System Administrator perspective):

1. To start with, users need to be given access to this module. This can be done by the System Administrator under User Maintenance> User Register for each user as shown in Screen: 1:

   
   

2. The System Administrator needs to ensure that the Invoice Approver option under Invoice and Payments> Assign Invoice Approver is not checked as shown in Screen: 2:

   
   

3. The System Administrator can select the type of Invoice System to be defined in the system under Invoice and Payments> Invoice Number Uniqueness as shown in Screen 3:

   
   

   Note: This option can be changed later. However, in most companies, this is defined at the beginning.

Invoice Module (User perspective):

1. You can start by creating your Orders the way you usually do in the system. Once an order is issued, you will see the option for Invoices as highlighted in Screen: I with its 3 sub-sections:

   
   

2. If your supplier has sent you a copy of the invoice by email, then you can add the invoice document into the system by clicking on Attached Invoices> Attach Documents as highlighted in Screen 5.1 to see Screen 5.2:

   
   

   
   

   Note: You can browse for the file and attach it or click on File URL Upload as well.

   
   

   Click on Save once done.

   You can also attach a document to be read using the OCR technology, The OCR technology also known as Text Recognition enables the system to scan and read documents for further processing. To attach, click on Attach with OCR as shown on the below Screen to see Screen 5.4

   
   

   Drag and drop the Invoice file and allow the system to read it. This may take up to a few minutes.

   
   

   Once the system has read the invoice document, it will show you the Invoice Amount, Invoice Date and Invoice Number as shown on Screen. These details are mandatory and have been picked up by the system from the invoice.

   
   

   If the details that the system has read are correct, the click on Create Invoice to see Screen 5.7.

   
   

   However, if the system has not read the details correctly or details are missing then you can manually enter these details and then click on Save Buttton. These fields are mandatory so they must have a value.

3. The option Invoice Recording/Review allows you to log an invoice against individual items or log an invoice against all the items collectively. It also shows you the invoice and payment breakup.

   1. To log an invoice/payment for individual items, click on the Log Payment for Item icon as highlighted on Screen 6.1.

      
      

      You can add the invoice and payment details and select the invoice attached earlier as highlighted in Screen 6.2. You will notice that the Invoice Status and Payment Status on the order show as Not Invoiced and Not Paid respectively till invoices/payments are logged.

      
      

      Note: The invoice and payment amount can be the entire Gross Price or a partial amount as well. The option to select an existing invoice will show only if invoices are attached. If not, this option will be disabled.

   2. You can also choose to only log only invoices and not payments. To do so, uncheck the box next to Make Payments as highlighted in Screen 6.2 to see only invoice details as shown in Screen 6.3:

      
      

   3. You can also log one invoice and payment for all the items by clicking on the Log Invoice button under Invoices> Invoice Recording/Review as shown in Screen 7.1 to see Screen 7.2:

      
      

      When you add the invoice and payment details, you can also attach an invoice attachment by clicking on the 'Attach New Invoice' icon as highlighted in Screen 7.2:

      
      

      For this document, we will proceed with the above option of logging an invoice and making a payment against all the items for the entire amount.

      Note: Once this is done, the status of the Invoice and Payment on the Order will change to Fully Invoiced and Fully Paid respectively.

4. The third option under Invoices is History. You can see the details of each item by clicking on the green button next to each item as highlighted in Screen 8.1:

   
   

   Note: You can also delete the invoices/payments made for a line item by clicking on the delete icon next to it. You can log details in once again.

   
   

   
   

   Here you can see the details entered earlier.

5. You will also see a 3-Way Match Report under History as shown in Screen 9.1 to see details in Screen 9.2:

   
   

   
   

   This report shows the Item Gross Value, Invoice Amount and Payment Amount and can be exported to a PDF, Excel, Word, HTML or RTF and can be printed or emailed.

External Invoice