In this stage, invoices are received which, when imported into the system, cannot be matched against a vendor in the vendor register.
The reason for this can be any of the following:
- The vendor is new and is not listed in the vendor register. The first time an invoice is received from a new vendor, it is marked with the label New vendor in the work queue window.
- The vendor's ID is misinterpreted and it has therefore not been possible to get a match
Open an invoice in the queue New vendor by clicking on the queue and then on an invoice in this queue.
Expand the Invoice section and the following forms will appear:
The invoice application can handle three different concepts such as vendor ID. Identification of the vendor for an invoice always takes place on all these three concepts, in an order established in the administration tool.
- Change the interpreted value for the vendor ID manually (in case of misinterpreted value)
- Manually retrieve and link the invoice to an existing vendor in the vendor register.
- Select vendor in a list when several vendors match.
- Approve the invoice and forward it.
- Cancel the invoice.
Correct interpreted vendor ID
First, check that the interpreted value for the vendor ID matches the information in the invoice image. If not - correct the interpreted value, which can be done manually directly in the form. Start typing a vendor name or vendor ID and a filtered list will appear.
When the errors have been corrected and the invoice is forwarded, the system performs a new check and the invoice can return to the New vendor queue if any error remains. If the vendor can be connected, the invoice is forwarded to New invoice review or Import Error if there is another error on the invoice.
Retrieve and link an existing supplier ID to the invoice
Click on the blue button to the right of each field to open the search form and download the current vendor ID.
The search fields on the form may have different names depending on the settings in the administration tool. ID and Name are always available and the other fields correspond to the VendorNo1-4 fields in the Vendor Register.
Type a value in one of the fields and click on Search.
Then select the vendor in the list displayed and click OK to link the supplier ID.
Several vendors match
If several vendors match, a list of the current vendors is displayed.
Select a vendor from the list and click Send.
When an invoice is received from a blocked vendor, it must be approved in New Vendor before it can be sent further into the flow.
This is done by checking the box Approve blocked vendor under the section General.
Forward the invoice
When the vendor ID is corrected/linked, the invoice can be forwarded. Select the Send button and the following form will appear:
To forward the invoice - select Approve and then click OK.
If the invoice is to be invalidated, this is done via the Invalidate option (means that it is removed from the workflow and further processing, however, it remains and can be searched in the system's search function).
When choosing to invalidate the invoice, the status bar shows that the system requires a message stating the reason for the invalidation.
If a large number of invoices are received from the same vendor in the New vendor queue, the function for batch vendor registration provides good support.
The batch form can be accessed by clicking on the Vendor ID button below the invoice list in the queue New vendor in the work queue window.
The form below is displayed:
Then select the invoices from the current vendor that are to be approved via the Approve check box. All approved invoices are forwarded in the workflow by clicking the Send button.
In connection with this, the system performs an automatic check that the vendor information is registered before the invoices are forwarded for New invoice review and approval processing.
Invoices that do not have the vendor information registered during the automatic check are returned to the work queue for New vendor.
By clicking and drawing the gray line above the vendor numbers, the space for the rows can be made larger/smaller.