Now that you understand the basics of how AP looks and feels and you've gotten your invoices started, it's time to move on to processing invoices. SourceDay AP allows you two different ways to get invoices into the system:
- Supplier emails invoices into SourceDay
- Accountant manually loads Invoices for Supplier
You will also need to ensure that the following items are on your invoices or they will not process:
- Purchase Order Number(s)
- Quantity and Extended Line Amount
If you are wanting to take advantage or our automated or "Touchless" feature it needs to contain:
- Part Number(s) / Vendor Part Number (s)
Submitting Your Invoices for Templating
The first thing to do is provide us with the invoices that you need to have templates created for. If you are still in the integration process and do not have access to SourceDay, you will provide your invoices to your implementation manager. If you have access to SourceDay, then you will just load the invoices for new template creation.
Setting Suppliers Up To Email In Invoices
It is our recommendation that once a template for a supplier is approved, you get the supplier set up to email invoices directly into SourceDay. You will still be able to see any invoice loaded and most accountants still have the supplier copy them on the email so that you know when an invoice is coming through.
Enabling this functionality is painless and can be a good time saver as you no longer need to manually move invoices from your email into the system. Each supplier is provided with an email that is specific to them so when they email invoices, SourceDay AP knows which template to use. This allows suppliers to meet different invoice needs across sites and divisions. It's as easy as 1,2,3 to set up:
- Let your suppliers know that it's coming - we all like a little warning
- Once the template is in place, you will need to turn on the email functionality for the supplier
- The supplier begins emailing invoices directly to SourceDay
This article on enabling suppliers to send invoices directly to SourceDay will take you through the process step by step.
Manually Loading Invoices
If that's moving a little fast and you'd like to slow it down, we do still allow you to load up invoices manually using the AP interface. This means that invoices will not show up in the AP product until you have loaded them from your computer.
There is no setup for this one, just follow this how to article on uploading invoices to get started on uploading invoices.
Non PO Invoices
At this time, SourceDay supports processing of non PO invoices for Visual and Netsuite - keep and eye on this space to see when new ERPs are added. Since this is newly launched functionality, if you are interested in starting to use this functionality, please either enter a ticket or email email@example.com. Getting Started with Accounts Payable Non PO Invoices will walk you through this new and exciting feature.
Now That You'll Have Invoices Coming in, Let's Work on Processing - Getting Started with Accounts Payable - Matching and Non Matching
Missed Something - Want to Go Back or Forward?
- What to Expect
- Who's Doing What
- Picking the Right Invoices
- So Many Tabs, So Little Time
- How to Get Invoices into SourceDay - You are here
- Matching and Non Matching
- Vouchering, Posted and Paid Invoices