Changes Coming Soon
Keep reading for sneak peak of Invoice Automation updates at the end of this article.
What Are We Trying to Accomplish?
Once you upload your invoices to SourceDay, or once your suppliers email in an invoice, the invoice will move to the Pending Processing tab for data extraction and matching. While the data is extracting the invoices will display a status of Pending Data Extraction. You will need to refresh your screen to see when your invoices have finished processing. The number next to pending processing is how many lines appear on the tab.
Understanding the Pending Processing Tab
This section is basically a traffic control center. It is letting you know that an invoice has come in, and then letting you know if there are any issues with the invoice that might cause it to not move forward. Depending on the size of the invoices this process can take several minutes to complete. When completed, the item will move under one of the invoice action tabs:
Click here for an interactive walk-through.
If there are corrections that need to be done prior to the invoice being able to move forward in the process, a failure reason and next steps will be added and visible in the Failure Reason column.
We are also adding more columns to the Pending Processing tab, like where the invoice is from (email delivery, manual upload & email address). Click here to learn how to manage columns.
What Can I Do?
There are a few actions available on the Pending Processing Tab. Soon you'll be able to take action on multiple invoices by clicking the open box on the invoice line. Then select your Action from the fly out Action Menu.
Correcting an Invoice with a Failure Status
When processing invoices, if a failure reason appears, that means that key pieces of data are not matching on the invoice and a correction will need to be performed in order to finish processing the invoice. Once you have found and performed the correction you will need to:
- Delete the invoice or invoices that you have corrections for
- Re-upload the new invoice by clicking on the New Invoice button on the main dashboard screen
Change a PO based Invoice to Non-PO
Clerks now have the option to send a PO-based invoice that is displayed on the Pending Processing tab to the Non-PO Invoice workflow.
- Alert email@example.com that you would like this feature enabled.
- Show Me How - Transform to Non-PO Invoice
View Invoice File - Views the invoice and the upload time and date
- Show Me How - View File
Add Note - Add a note to the invoice line and history.
- Show Me How - Add Note
Download - Downloads all of the invoices that you have selected (soon to be combined with View Invoice)
- Show Me How - Downloading Invoices
Delete Invoice File - Deletes the invoice from the platform
- Show Me How - Deleting Invoices