The Mission
Let's get that first invoice processed. In this section we will go over what happens after an invoice is uploaded and lands on the Non PO Invoices tab:
From the Non PO invoices tab, you can take several different actions, however we are going to focus on editing, submitting and voiding Non PO invoices as most of the time, these are the actions you will be taking.
Steps to keep in mind:
- You cannot change an invoice after it is submitted for approval unless you cancel the approval process
- You cannot change quantity and cost on the invoice, if you need to change those values you will need to delete the invoice and then re-upload a corrected invoice
Update Non PO Invoice
You are able to update a Non PO invoice while it is in the "Incomplete" or "Submit Failed" statuses. You will have access to make updates to the following fields:
- Endpoint (if applicable)
- Site (if applicable)
- Vendor
- Location ID (if you are using Netsuite as your ERP)
- Payment Term Code (if applicable)
- GL Numbers
You are able to update this status as long as you are working through the correct GL Account and Payment Terms values to place on the invoice. You can save your work and come back to the invoice as you have more information. If there is something else that is incorrect on the invoice you will need to get an updated invoice from the supplier, delete the original invoice and re-upload the new invoice. We are working on future functionality that will allow you to split these invoice lines, however that is not current functionality in the tool.
Once you are certain of the values for the invoice, you're ready to move on to submitting the invoice.
Show Me How to Update a Non PO Invoice
Void Non PO Invoice
Every so often you may need to void an invoice, this usually happens when the core information around cost and quantity are incorrect or if you need to replace an invoice for some other reason. Just remember this cannot be undone and all record of the invoice will be removed from the system.
Show Me How to Void a Non PO Invoice
Approving an Invoice
Prior to submitting an invoice, the invoice will need to be approved. You can set up a approvals to go to one person, or a chain of people in the case where multiple approvals are needed. You must have approval groups set up prior to taking this action.
Show Me How to Approve a Non PO Invoice
Submit to ERP
When you go to submit a invoice you should either be confident that you have all the correct information to fill in for the invoice, or that you have already filled in all the correct information. Once you click submit, you will see a pop-up asking you to confirm/edit the information one last time. These are the only fields you will be able to edit:
- Endpoint (if applicable)
- Site (if applicable)
- Vendor
- Location ID (if you are using Netsuite as your ERP)
- Payment Term Code (if applicable)
- GL Numbers
Once you click submit, you will not be able to take action, the invoice will move through the following statuses:
- Submit in Progress - you have clicked the button but it has not yet written to the ERP
- Submit Failed (if applicable) - there was something wrong, you can check the history to determine what happened
- Submit Exception- The Non PO Invoice was submitted to the ERP's available APIs, but was not returned in the subsequent Invoice Status
- Submitted to ERP - The invoice has moved from SourceDay to your ERP - this is considered a completed status on the SourceDay side
Show Me How to Submit and Complete a Non PO Invoice
That's it - if we had a graduation cap to throw, now would be the time. You should be all set to start managing your non PO or indirect spend invoices inside the platform. If you had things that worked great with this guide or things that did not work so great, please either enter a ticket or email support@sourceday.com. We are continually changing our documentation and if you struggled you can help to make this experience better for others.
Included in This Series
- Getting Started with Invoice Automation Non PO Invoices - Overview
- Setting Up GL Segments, GL Accounts, and Payment Terms
- Deciding on How to Get Non PO Invoices into SourceDay
- Processing Your First Non PO Invoice - You are here
Spotlighting New Functionality
- Non PO functionality is currently available for Syteline, Epicor (Cloud/OnPrem), Netsuite, Visual (Standard and Global Financials)
- Other ERPs will be added over time