Invoices and Credit Notes

Jump to:

• Paperless invoices and credit notes
• Review Flagged Invoices and Credit Notes
• Approve Flagged Invoice or Credit Note

Paperless invoices and credit notes

Invoices sent to your PurchasePlus Paperless Invoicing Email Address are automatically scanned and added to the platform.

PurchasePlus will try to match the Invoice to its Purchase Order and Good Received Note automatically. The system then compares the line items. If all match, the Invoice automatically Reconciles using the Department and Account Code from the Purchase Order it's matched to.

Remember

• Invoices that pass the automatic matching Reconcile automatically, as the spend was approved at the Requisition stage.
• An Invoice may need to be split across multiple Departments and Account Codes, this can be done in the [Advance View] Mode.

Review Flagged Invoices and Credit Notes

If the Invoice does not meet your Thresholds and Invoice Flag settings, the Invoice will flag for review. These can be viewed in [Invoices] --> [Awaiting my Approval].

It is best practice to match your Invoices to a Purchase Order if applicable. Match to an existing Purchase Order or, if appropriate, create a retroactive Requisition if one doesn't already exist. Here you can find best practises for reviewing Flagged Invoices and Credit Notes.

Remember

• Some Invoices will never have a Purchase Order or Goods Receive Note (eg. Energy bills).
• If you're creating a retroactive Requisition to match to an Invoice, be sure to untick [Send to Supplier].

Approve Flagged Invoices and Credit Notes

Once you're happy that any issues with an Invoice or Credit Note have been resolved, you can Approve the document. Flagged Invoice Approval rules are based on Total Invoice amount and Department.

Remember

• If you have an issue with an Invoiced unit price or item Quantity, get in touch with your supplier for a new Invoice.
• Invoice numbers need to be unique, otherwise will be rejected by the system.