What Are We Trying to Accomplish?
*Changes are coming. Keep reading for sneak peak of Invoice Automation updates at the end of this article.
The Pick Line action allows accountants to choose the correct line(s) or release(s) on a purchase order when processing an invoice. Since most invoices do not contain line or release numbers, this action allows you to ensure the correct lines or releases are matching the invoice.
- Available for invoices in the Needs Review tab
- Scenarios you may see:
- If the invoice is missing the part number, or if the part number on the invoice is different / wrong compared to the purchase order
- If the invoice includes additional fees (i.e. freight, pallet charge, labor charge, miscellaneous charge) as a line item above the subtotal; typically, these types of fees are not included on the purchase order
- If the purchase order has the same part number listed multiple times and the invoice lists the part number only once (i.e. if the purchase order includes multiple releases of the same part number and the invoice you receive lists the part number once and the quantity is the sum of the individual purchase lines)
Please note, users now have the option to bypass Needs Review if there is only one line item on the Purchase Order and one on the invoice. The setting is enabled under Account Settings -> Advanced AP Settings -> Bypass Needs Review when only 1 PO Line is available. To see how click here.
How Do I Use Pick Line?
If the invoice is missing the part number or the part number on the invoice is not an exact match to the part number listed on the PO:
1) Click the blue lightning bolt dropdown on the invoice line
2) Select Pick Line
3) To manually match the invoice lines to PO lines, select Line Item in the Line Type drop down and select the appropriate purchase order line to Match to drop down
Note: The invoice lines that can be matched to PO lines will be selected automatically in the Match to drop down (see invoice lines 1 & 2 below). Invoice lines that need to be manually matched to a PO line will display Please Select in the Match to drop down (see invoice line 3 below).
4) Click the Submit & Reprocess button; the invoice will move back to the Pending Processing tab for review / matching
If the invoice includes additional fees (i.e. freight, pallet charge, labor charge, miscellaneous charge) as a line item above the subtotal
1) Click the blue lightning bolt dropdown on the invoice line
2) Select Pick Line
3) Select Invoice Header in the Line Type drop down and select the appropriate fee in the Match to drop down
4) Click the Submit & Reprocess button; the invoice will move back to the Pending Processing tab for review / matching
If the purchase order has the same part number listed multiple times and the invoice lists the part number only once (i.e. if the purchase order includes multiple releases of the same part number and the invoice you receive lists the part number once with the sum of the individual purchase lines)
1) Click the blue lightning bolt dropdown on the invoice line
2) Select Pick Line
3) Select Line Item in the Line Type drop down and click on the Green plus sign button to create multiple lines for the invoice
Note: When you click the Green plus sign button once, you will see two lines appear below the original invoice line that you can edit. This is just a default, you can add as many lines as you need.
4) Key in the purchase order line quantities to the editable invoice line fields
Note: All PO Lines need to be matched to a PO & all quantities must add up to the invoice line quantity
5) Select the appropriate purchase order line in the Match to dropdown
6) Click the Submit & Reprocess button; the invoice will move back to the Pending Processing tab for review / matching
**Coming Soon**
Here's a sneak peak of changes coming soon to Invoice Automation. The PIck Line action will be changing to allow users to easily associate Invoice Lines to PO Lines and work in bulk across multiple invoices!
From the Needs Review Tab select any or multiple invoices by clicking on the open boxes next to the invoice number. This will open an Action Menu. Select Pick Line from the Action menu.
In the window that opens there will be a few options available.
Option 1: Transform to Non-PO Invoice
At the top, you can decide to move this invoice to a Non-PO Invoice. This is helpful if the invoice is not a Purchase Order backed invoice and was uploaded as a New PO Invoice or was emailed into SourceDay by a supplier. Clicking on this toggle will move the entire invoice to the Non-PO workflow.
Option 2: Pick PO Lines to associate with the Invoice Lines
Scrolling down you will be able to take action at the Invoice Line level. SourceDay will list the Invoice Details (Line #, Item P/N,Qty, & Unit Costs). Below the Invoice Line details are the PO Line details. Invoice Lines that need to be connected to a PO Line will be listed - scroll all the way down to review all the invoices & invoice lines.
Review the PO Lines and select the best line to connect to the Invoice Line. Many accountants use the Qty Rec'd as a good indicated of PO Lines ready to be vouchered. This is especially helpful for blanket orders or releases, as in the example below. Paying close attention to the Qty Vouchered also helps to make sure the correct PO line is selected
Note: Available PO Lines (that have not been auto-associated to an invoice line will be open).
Option 3: Assign Additional Charges to the Invoice Header
To process Invoices with additional charges listed above the sub-total, you will need to select the proper GL Code.
1. Select Invoice Header instead of the defaulted Invoice Line, just under the Invoice Number. Then select the most appropriate GL Code from the dropdown menu below.
Once all the Invoice Lines are associated with a PO Line or the Invoice Header select Submit a the bottom of the window. This will send the invoice back to Pending Processing to continue the 3-way matching process.