The In-tray is where the approvals process starts.
To get a grasp of it you should start by watching this short video
Invitbox has a 3 panel layout, and we will always refer to them as panel 1, 2 and 3 as below.
Panel 1 shows a list of the bills that are waiting to be approved.
Panel 2 is a preview of the original bill.
Panel 3 shows the data extracted from the bill, the original email the bill arrived with, plus any notes that have been added to the bill. You can access these three levels of information via the three sub-tabs at the top of panel 3.
Adding notes to a bill
In the same way that you can add notes to paper bills you can add notes to bills in invitbox. To add a note, go to the Note sub-tab on panel-3. Here you will also see notes that other people have added. Notes cannot be deleted from a bill and will remain on them forever.
Approve, Dispute or Trash the bill?
Your primary job is to move bills on from your intray, generally by either
1 - Approving them
When you approve a bill, it will clear from your intray and will move to the next tab, the Approved tab. You will still be able to see those tabs, but you may not be able to edit the bills in them.
Please note that if your company is using the invitbox Inventory function, and you want to send the bill to inventory, then you need to Add to Inventory before approving it. For more information about Inventory, please see the video here.
2 - Disputing them via the MORE button
When you dispute a bill, it will clear from your intray and will move to the Disputed tab. You can leave it here until the dispute is resolved, then either RETURN it to the intray or alternatively send the bill to trash.
3 - Trashing them
Working out if you should approve a bill.
In order to work out whether to approve, dispute or trash a bill, you should look at a combination of things.
Firstly, does the bill look legitimate? Panel-2 is a true representation of the bill as it was received by invitbox. It has not been altered by invitbox in any way. It may have more than one page. Directly above the image itself is an indicator as to how many pages it contains. Use the arrows to toggle between pages.
Secondly, in Panel-3
- The Email tab shows you the email that the bill was received from, and the content of the email. Do you recognize the sender of the bill?
- The Edit Invoice tab shows you the detail that invitbox has extracted from the bill, and whether the rows of information it has extracted equates to the total shown on the footer of the bill.
If the detail that invitbox has extracted does not look correct you can edit it, and then click Save. If you edit a bill, the fact that you have edited it will be recorded on the bill history. The bill history can be found under the More button > Show Invoice History.
Also, before approving the bill you should check the data that invitbox has extracted to make sure you are happy with it.
Note - If your business is using invitbox price checker, invitbox will advise you in panel-3 as to whether the unit price that the supplier has charged you is correct. For more information on price checker, please see invitbox User Guide here.
Please note that more data might be viewed by clicking the blue More button under Due Date.
Q - Does the sum total of the rows on the bill equal the footer on the bill?
The totals of the rows DO NOT match the extracted data. The totals of the rows DO match the extracted data.
In both the examples above, just above the green Save button you will see a set of three figures.
These are the figures that will end up in your accounting software. They are the sum of the rows displayed above.
Left-hand image above
You will notice that in the example on the left, there are two exclamation marks. These are flagging to you that the Subtotal, Tax and Total are different to the figures that invitbox has also extracted from the footer of the bill. In the example above, hovering over the exclamation mark beside Total will display the left-hand message below, and clicking it will make the right-hand window pop up.
If you want to ignore the figures that invitbox has extracted from the footer of the bill, simply click Update. In the example above, invitbox will now regard the total of the bill to be $84.81.
You can reconcile the tax differences in the same way...by click the exclamation mark beside Tax.
But, if you want the total of the rows to equal the figures that invitbox has extracted from the footer of the bill (i.e., the footer of the bill is correct), you should edit the rows until the match the footer of the bill. It may be possible for you to simply correct the mismatch by editing the values in the rows above, or by adding a row, or by trashing a row, but it may also require a combination of all three.
In the right-hand example 2 sets of images above, the exclamation marks have disappeared because an extra row has been added to the bill.
Once you have edited data in this panel you need to click the Save button.
PLEASE NOTE, YOU DO NOT NEED TO RECONCILE/ADJUST WHEN PRESENTED WITH EXCLAMATION MARKS. WHATEVER FIGURES ARE IN THE THREE BOXES (Subtotal, Tax and Total) WILL BE SENT TO YOUR ACCOUNTING SOFTWARE.
A few other things to look out for here - if the Tax box is red, invitbox has detected that the supplier has charged you GST when in fact they are not registered to do so (this functionality is currently only available in Australia).
PLEASE NOTE, IF THE TAX BOX IS RED (AUSTRALIA ONLY) OR THERE ARE EXCLAMATION MARKS, YOU SHOULD INVESTIGATE WHY BEFORE APPROVING THE BILLS AND EXPORTING THEM TO YOUR ACCOUNTING SOFTWARE.
Even though the bill is correct and legitimate you may not wish to approve it if it is a duplicate.
If invitbox detects the same bill number from the same supplier, it will mark both with a double-red icon in panel-1.
If you see this you need to work out which bill to trash, and which to process. To do this simply click on the double-red icon. From here you can view each bill and decide which to trash, and which to continue to approve.
The MORE button
Whilst simply approving a bill will be the normal thing that you do from the intray, we realise that exception handling is as important in order to make the workflow of all bills as painless as possible. Invitbox groups all of this additional functionality under the MORE button.
Dispute Invoice moves the bill to the disputed tab
Email To Me will email you a copy of the bill
Invoice Unreadable will apply some other imaging software if the invoice image in panel 3 is either blank, very fuzzy, no lines are showing, only a border is visible or the text is 'doubled up'.
Mark as Unread is self-explanatory
Price Check Invoice forces invitbox to run price-checker again on the bill based on your most recent price-list
Re-Map Invoice sends the bill back to the unknowns tab to be remapped again. Use this if the data extracted is clearly wrong and always will be. Before using this function make sure to Add a Note to the bill to state why it needs to be remapped. Please remember that it does not send it to us to be mapped.
Send Invoice Task allows you to send the bill to another invitbox user or external person for their approval
Show Invoice History is the audit trail of the bill
Transfer Invoice will transfer the bill to another invitbox account.
Changing settings for the whole bill
To the top of panel 3 you will see some labels for the bill in question - this is Summary bill information.
If, for whatever reason, the supplier the bill is assigned to is incorrect, you can change it here.
Before you can approve a bill and move it from the intray you need to assign a GL Code to it. If you do not know the GL Code, from the drop down list choose ‘Code Not Known”. This will allow you to approve the bill.
In most instances when you are assigning GL Codes the same GL Code will be applied to the entire bill. But in some instances you may wish to assign different GL Codes across different rows. For more information about Splitting GL Codes see here.
Depending on the accountancy software your company uses, and how invitbox is set-up, you may see another drop-down box under GL Code. Each Accountancy Software calls this functionality something different but you should recognise the label.
You can split these labels in exactly the same way as you split GL Codes. Again, see here
You should refer to the one of the invitbox Administrators within your company for more information on how they want you to assign and use these labels.
Invoice Number - editable
Invoice Date - editable
Due Date - editable
Purchase Order Number - editable
What you cannot see here are some less commonly used fields. By click on the View Details button at the top of panel 3, the following will be presented to you
Delivery Date - editable (please note that if you use inventory this will be date that we tell your inventory system you received the goods replacing the invoice date)
Order Date - editable
Shipping Date - editable
Currency - editable