The panacea of Invoice Automation Software is straight through processing but even this needs appropriate controls to validate the data to enable payment of the invoice. Though we strive to achieve this goal we provide the capability to manage the exceptions or if errors on an invoice are detected. These exceptions are presented to the operators as tasks, which contain the image of the invoice in a browser, and the issue to be resolved by the user. These tasks can be undertaken centrally or are perfect for remote workers.
With in Invoice Automation software where an exception or error occurs, the invoice needs to be handled by a requestor or buyer in the organisation, for a PO invoice these can be routed to that person, group or department directly.
An email notification will be sent out configured to the requirement, detailing the task at hand and then after clicking on the URL the user will have the ability to handle the exception.
For non-PO invoices they need to be coded and approved, this process is handled within the routing capability of the solution and can have multiple steps as required. GL Distribution and Cost Centre codes will be automatically uploaded into the solution so allowing users to dynamically allocate relevant coding and then automatically send through the process for approval.
The solution also has the ability to communicate directly with your suppliers. An example would be where there is no Purchase Order number, and there is a no PO, No Pay policy the user in AP can reject the invoice directly back to the supplier with an email notification and URL link. Clicking on the link will then take that supplier to the image of the invoice along with a single meta data field to enter a valid PO number, and so resolve the issue within minutes.
Where a PO exists and where 3 way matching is required if the PO value matches the Invoice Value and the receipted value, then the line items will be automatically matched and the invoice submitted to the ERP for payment
If the total value of the invoice doesn’t match the receipted line/s values, then the solution will attempt a line item match.
The Mi Invoices solution then creates a task where the users have to action only the line/s which don’t validate, to assist they will be presented a form clearly showing which lines have automatically matched and which lines require intervention to resolve.
The process for a 2 Way PO invoice Mi Invoices it will validate the total value of the PO and if equal it will match the lines, if the value is not equal to it will attempt to undertake line item matching.