AP Invoice Verification

Transcription

1 AP Invoice Verification

2 After the separation process has been completed and the necessary data has been extracted from the invoice and imported into the IRISXtract Verify application a manual verification effort is required to ensure the accuracy of this transferred data. The Verify application provides the capability for users to easily view, compare, and verify the extracted data with the invoice. 2

3 To start the verification Launch the Verify application. The Verify Profile List selection window will be displayed. Select the Verification queue 3

4 The Job List of scanned batches/invoices is displayed. Select the batch/invoice that you want to verify 4

5 Vendor Invoice Training Process The Invoice Verification page is displayed and is divided into three panes: The left pane identifies the invoice Sheets (within the associated Documents and Batches). 5

6 Vendor Invoice Training Process If there are multiple documents within the same batch, each document requires verification. To change from one document to the next, right click on the next document or sheet to be verified and select Set as active document. 6

7 Vendor Invoice Training Process The center pane displays the image of the actual scanned invoice page. 7

8 Vendor Invoice Training Process The right pane displays a standard Verify application form, with fields for the extracted invoice data. 8

9 The Invoice is now ready to be manually reviewed and verified. Each data field in the right pane should be checked to verify that the correct information was captured from the scanned invoice. 9

10 The Verification process is divided into two parts: Verifying the Vendor ID fields Verifying the invoice data fields 10

11 The first data field that must be verified is the Vendor number. If the Vendor number was correctly captured, the related information will be automatically populated. It is important to verify that all the information associated with the Vendor number is also correct. 11

12 If the Vendor number field is blank, a search can be performed by pressing the F4 key. 12

13 Vendor Invoice Training Process Enter the search criteria (such as the vendor name) and press Enter. A list of similar known vendors is displayed. Select the appropriate vendor from the list. NOTE: If the vendor cannot be found, the invoice requires further investigation and should be escalated to a supervisor for resolution. 13

14 After the Vendor information has been verified, you should then verify/enter the following information: Company Code (determined based on import address) If this comes into the wrong company you can change it then cancel out Business Unit (manually entered for non-po invoices, automatically populated for PO invoices) Invoice Number- 25 In Length Will check for Duplicate invoice number The Invoice Number field is a free-form field and extra attention should be given to ensure its accuracy. Invoice Date 14

15 Continue the verification process by verifying the accuracy of the following information: Net Amount (automatically calculated) Tax Amount Gross Amount The Gross Amount field must be equal to the sum of the Net Amount and Tax Amount fields. 15

16 Continue the invoice verification process by verifying the accuracy of the following fields: The Doc Type field will be populated with one of four types: IWO: Invoice with PO INO: Invoice no PO CWO: Credit Note with PO Enter in JDE for now is the workaround CNO: Credit Note no PO The Order Number field is for the Purchase Order number and is searchable. The Order Type field will be populated with the appropriate order type of the PO selected. 16

17 The Order Number field can be searched by: 1. Keying in the first character(s) of the PO number and selecting from the resulting drop down list. or 2. Pressing F4 with the cursor in the Order Number field and entering search criteria. 17

18 The Coder/Coder Group This is setup by user within each Company number and cannot be changed. Coding is GL coding for non-po invoices and line matching for PO invoices. The Approval Policy field will be automatically populated with the appropriate policy based on the Company Code, Document Type, and Business Unit selected for the transaction. 18

19 The Verify application provides three possible Error States and uses pre-defined colors to draw attention to the fields. Green Information in this field requires user confirmation Red Local Error (e.g. Field format does not match) Blue Error between related fields (e.g. GL distribution total does not equal invoice gross amount) Note: Only when there are no Red, Green, or Blue error fields will the invoice be considered Verified and Valid. 19

20 You will know a document has been successfully verified when a green check appears to the left of the document number. When all documents in the batch have been successfully verified a green check will appear to the left of the batch name. 20

21 When the manual verification process is complete, you can select from one of the following options: If all the extracted data was verified as correct: Click File > Commit job If the invoice contains issues needing further explanation/clarification, you can escalate by selecting the following option: Click File > Send job to supervisor The supervisor will need to review these waiting in the queue and once resolved these can be committed 21

22 If Training is required for a vendor invoice: Click Edit > Send to Training (F11) The batch will then be moved from the Verification queue to the Training queue where invoice training can be performed. Optional comments can be added when sending a batch to training. Training is needed when encountering a consistent data extraction problem with a particular supplier s invoice. 22