The Invoice Export module on Panacea Software streamlines your payment of undisputed  supplier invoices by batching all required details for transfer to your finance system or accounts payable process. You can access this via Reports > Invoice Export

The batch format can be configured for your finance system (otherwise our generic batch files are produced), and 

you can manually generate batch files to export for invoice payments. Alternatively, you can automate the batch file transfer and/or batch file creation. See below for more information.

TABLE OF CONTENTS

• Preview Batch
• Problem Invoices
• Create your Batch
• Delete Batch
• Automate your Batch File Process
  • Automate the Creation of the batch
  • Automate the Transfer of the Export batch files

Preview Batch

This allows you to see which invoices have been marked as ready to invoice. Only ones that have not been identified as a "problem" will appear here. Moreover, only those where an Invoice has been submitted will appear.

Problem Invoices

This allows you to see the "Problem Invoices" that cannot be added to your Invoice Export. The software will flag the reason for the problem. A common example is where the Supplier is missing their Vendor ID. 

You must resolve the problem before the Invoice can be made ready for the next available Invoice batch.

Create your Batch

This is for sites that do not automate the creation of their batch file.

• When you are happy to run an Invoice batch, click Create Batch
  • If there are no available Invoices, you will not be able to create a batch
• All costs in a batch are locked to prevent changes being made after an invoice has been paid. 
• You will then be asked to Authorise the Batch, by uploading your relevant Authorisation file. Please click Choose file > Select your file > Then click Upload. 
• You can then click Create Export File to create the Export files
• The generic Invoice Export will feature the following (this may be different if you have a custom set-up/ don't use our Supplier Data Approval workflow)
  • Invoice File (generic labelled as "APYYYYMMDDHHMM" Year, Date, Month, Day, Time) - this details all the standard information relating to the Cost and Invoice 
  • Zip file containing all the uploaded invoice files (generic labelled as "InvoiceExportBatch-YYYYMMDDBunique number)
  • Commitment File (generic labelled as "COMYYYYMMDDHHMM" Year, Date, Month, Day, Time) - this details all the standard information relating to the Costs that you have committed to spending
  • Supplier Data File* (generic labelled as "SDYYYYMMDDHHMM" Year, Date, Month, Day, Time)
    • *This will only if A) The Site is set-up for the Supplier Data Approval workflow and B) If there are any new or updated bank details submissions that have been accepted by a Supplier Data Approver.
• You can then choose to email the files to your necessary finance contacts (by clicking Email Files...) or download them.
• When your finance system/team confirm that the files have been processed, Site Administrators can go in and click Set All Paid. At this point the batch will be considered Complete, and can no longer be deleted

Delete Batch

If a Site administrator needs to delete a batch, then:

• Make sure that the Invoice batch file (AP) have not been sent and processed by your finance system. If it has been processed, deleting and creating a new batch will lead to a duplication on your finance system. At this point if changes need to be made, this must be done directly in your finance system to ensure suppliers do not get paid twice.
• If the batch file have not been processed by your finance system, then you can click Delete.
  • This will unlock your costs, and allow them to be included the next time the batch file is run.

Automate your Batch File Process

You can decide to automate the following processes relating to your batch files. Please contact the Panacea Technical Support team  (support@panacea-software.com) or raise a request through our HQ site.

Automate the Creation of the batch

• Rather than manually creating the batch, the software can automatically create your batch. This is done according to a set schedule determined by your Site Administrators, which the Panacea Technical Support team  can set-up.
• You can also choose to still require batch file authorisation before the Export file is created and/or uploaded. This means the batch file is automatically created. Nominated users are then emailed to notify them that there is a batch file ready for authorisation.
  • The Export files will not be created until it has been authorised. 
  • When choosing to automate the creation of your batch files, if you wish to still require batch file authorisation please provide this to the Panacea Technical Support team and confirm which users on your portal should be notified about the batch file authorisation.

Automate the Transfer of the Export batch files

• Rather than manually sending/transferring the batch files to the finance system, you can automate the transferring of the Export batch files. This can be done via
  • SFTP - The Panacea Technical Support team can configure the software to send the Export batch files to a SFTP folder of your choosing according to an agreed schedule.
    • Please contact the Panacea Technical Support team for the required information in order to set this up.
  • Email - The Panacea Technical Support team can configure the software to email the Export batch files to an email address of your choosing.
    • Please contact the Panacea Technical Support team for the required information in order to set this up.

Panacea Software is designed to generate commitment, invoice, and supplier export batches on a coordinated schedule to ensure efficient and reliable data exchange with the finance system. This approach helps subscribers maintain a consistent, controlled integration process across all relevant financial data streams.

The initial batch is triggered once the first invoice is submitted. From that point forward, commitment data, supplier records, and invoice information are exported together according to the configured schedule. This ensures that related data is processed in the correct order and that dependencies between commitments and invoices are accurately maintained.

By aligning the export of all batch types, subscribers benefit from:

• Consistent financial reconciliation between commitments and actual spend,
• Streamlined integration and error-handling with the finance system,
• Simplified audit trails and reporting,
• Minimised risk of partial or out-of-sync data exports.

This design ensures a robust, low-maintenance integration framework for most finance systems.