For suppliers classified as "Exception Suppliers", invoices may be submitted externally or through the Invoice Bureau. To ensure these invoices are correctly reconciled in the system - allowing Purchase items to flow through the workflow and be included in the Invoice Export Batch for processing - they must be imported into the software and then reconciled to Receipted Purchase Items.

All of this activity can be managed via Direct-P2P > Invoice Import & Reconcile.

TABLE OF CONTENTS

• Exception Suppliers
• Import Invoices
• Manage Invoices
• Reconcile Invoices
  • Workflow
    • Ensure Invoice Document & VAT rate is selected
    • Unmatched Invoice Lines
    • Matched Invoice Lines
    • Submit

Exception Suppliers

Only Suppliers classified as "Exception Suppliers" will be imported for Invoice Reconciliation, whether this done through the Invoice Bureau or Key User's importing.

For suppliers whose Invoices need to be managed through this process, Site Administrators must ensure the Supplier Organisation is correctly set-up as an Exception Supplier:

• Contacts > Organisations > Find the Supplier Organisation > Settings > Tick "This is an Exception Supplier" 
• This setting on an organisation profile is only enabled for Site Administrators, unless otherwise agreed.

Import Invoices

Before Invoices can be reconciled, they need to be imported into the software. If you are using our Invoice Bureau, this process is handled automatically.

1. Download the Excel template using the "Download Excel Spreadsheet Template" button.

2. Fill the template with invoice line details

   1. Please see here for more information on the Template, including information about the mandatory fields.

3. Upload the completed spreadsheet using the "Choose File" button, then click "Import" to process the data.

4. The system will validate the data (as detailed in the ‘Validation Process for Imported Invoice Lines’ article) and either display errors or confirm successful import.

5. Once all lines are successfully validated, the invoice lines are saved, and a success message shows how many lines are imported.

6.  The invoice lines will appear on the screen, where Key Users can manage them for Invoice processing.

Manage Invoices

Once invoices have been successfully imported, Key Users will be able to see these in the table below the import. This table is split between two tabs:

• Unreconciled  - Lets you see the Invoices that have been imported and are yet to be reconciled. For each invoice you can either
  • Reconcile - See below on how to Reconcile Invoices
  • Delete - If you need to delete an imported invoice
    • Once deleted, you'll need to reimport. Deletion cannot be undone. 
• Reconciled - Lets you see the Invoices that have been successfully reconciled

Reconcile Invoices

This allows users to match imported invoice lines with receipted purchase items in the Direct-P2P module. This step ensures that invoice data aligns with purchase records before final processing, enabling accurate financial reconciliation.

Workflow

Ensure Invoice Document & VAT rate is selected

• You must first Upload an Invoice Document by clicking Upload Invoice Documentin the top-right of the screen (unless an InvoiceDocumentURL was provided in the import)
  • You can download the document by clicking Invoice Document
  • You can delete the document by clicking the red delete button
• If any invoice lines lack a VAT rate (PanacealineTaxCode) you must select a VAT rate from the drop-down in the VAT Rate column
• Users can now start matching the unmatched invoice lines.

Unmatched Invoice Lines

• Head to the Unmatched Items tab
• Select the Invoice line under Imported Invoice Items
  • Selects one or more purchase items from the Receipted Purchase Items using the tick-box - all the items that show are the ones available for the Supplier on the Invoice (matched via the Company ID)
  • The software will highlight Receipted Purchase Items that could be associated with the Invoice by checking the PO Number and Amount (Excluding VAT)
    • Blue Highlight = If BOTH the PO Number and Amount match
      
    • Yellow Highlight = If EITHER the PO Number or Amount match
  • If you cannot find a Purchase Item you are expecting this could be because EITHER the existing Purchase Item has not been receipted or the purchase item has not been raised. In which you case, you can click Options so that you can:
    • View Supplier's Unreceipted Purchase Items  - this is to allow you to view the outstanding Purchase Items for that supplier, and message the buyer to Receipt the item
    • Create New/Missing Purchase Items - this is to allow you to create new Purchase Items using the Exception workflow
  • Additionally, the user can Split areceipted purchase item if they need to part include it in the invoice
    • You can split by Quantity or Unit Price (if Quantity is 1)
  • As items are selected, the Match button will be updated
    • It will show the running total (excluding VAT)
    • Turn Green = MATCHED - this will allow the Match button to become clickable
    • Turn Yellow = If UNDER the Imported Invoice Value
    • Turn Red = If OVER the Imported Invoice Value
• Once the selected invoice line and receipted purchase items are aligned, click Match 

Matched Invoice Lines

• Head to the Matched Items tab to see the Matched Invoices
• You can Unmatch an Invoice if you need to correct/ change the associated Purchase Items
• The "Matched Totals" will be updated to reflect the totals of matched invoices 

Submit

• Once you're happy with that all invoice lines for that Invoice have been matched, and no further changes need to be made, you need to click Submit.
  • This will only appear when all invoice lines are matched and the totals in the "Invoice Totals" and "Matched Totals" match.
• Once submitted, the Invoice will be matched to all the chosen receipted purchase items & the status of the associated purchase items will be updated to "Invoice - Submitted".
• This then means that the invoices are ready to be included in the Invoice Export - see here for more information on the Invoice Export.