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Version: Current

Quick Start: Coding Your First Invoice

Once an invoice is uploaded and extracted (status Ready or User Review), you need to review it, add necessary coding, and submit it.

Steps:

  1. Open Invoice: Navigate to Purchasing > Invoices and click on the invoice to open it.
  2. Review Header: Check the extracted Supplier, Document Number, Date Issued, Due Date, and Total Amount against the invoice image. Correct any errors.
  3. Match Supplier (If Needed): If the wrong supplier is linked (or none), click Match with this supplier and select the correct one.
  4. Review Lines: Check the extracted line items (Description, Quantity, Unit Price, Line Total).
  5. Add Basic Coding:
    • For each line, double-click in the required coding fields (e.g., Account Code, Department - fields vary by setup).
    • Select the appropriate value from the drop-down list. Default rules might pre-fill some fields.
  6. Check Totals & Tax Toggle: Verify the calculated Subtotal, Tax, and Total match the invoice. Ensure the Are the line totals inclusive of tax? toggle is set correctly based on the invoice format.
  7. Submit: Once coding is complete and accurate, click Save and Submit.

What Happens Next?

The invoice status changes to Processing, then likely Approval. It's now routed to the designated approver(s).

Related How-To Guides: