Multiple Bills in one file.
On most occasions when a supplier emails you a bill, they will generally send one bill per PDF attachment, but from time to time, and depending on their sales system, you might see that there is more than one bill contained within each PDF file. When this happens, the bill will drop into your Unknowns, even if there has been a mapping rule set up for this Supplier. But on a rare occasion it might go through to your InTray, so you will then need to return it to the Unknowns tab to split it.
You will also find a similar scenario happening when you scan many paper pages/bills together before emailing them into the system. Invitbox will always assume that the file you have sent in contains one bill with many pages, until such times as you tell us differently.
In order to process and move the bills to the In Tray, you need to split the pdf into separate bills prior to applying a map or Manual Entry.
You do this by left-clicking on the image of the bill in the Unknowns tab to reveal a sub-menu as shown below.
Delete Page deletes the page you have on screen
Delete Invoice deletes the entire invoice on screen, with all its pages
Split All Pages turns all pages of the invoice on screen into a separate invoice/bill
Split from Previous/Next Page creates a split in the document at that point
Group with Previous/Next Page joins invoices/bills together with the the adjacent
Please note it is important that BEFORE you use the Split All Pages option you browse through the invoice one page at a time in case there are multi page invoices in it. As you may find that you have split an invoice apart & when you want to regroup the pages the 1st page is showing as page 2 instead, as you cannot decide the page order you cannot change this.
Which option should you choose?
Firstly have a look at the Invoice and Number icon above the image of the bill. In this scenario, invitbox has assumed that there is one bill, with 4 pages.
You need to firstly click through every page to decide where you need to split it, then you would usually select either Split All Pages OR Split From Next Page
Here are 2 examples;
Eg1. If those 4 pages are actually 4 bills;
In order to let invitbox know that this is actually 4 bills in one file, each with one page, simply select Split All Pages. That will create the scenario below
- 4 bills, each with one page.
Eg 2. If those 4 pages are actually 2 bills;
In order to let invitbox know that it 2 bills, each with 2 pages, you will need to go to the 2nd page (Page 2 of 4) and select Split From Next Page. That will create the scenario below;
- 2 bills, each with 2 pages
After bills are split, you can then join them together if needed. In this scenario, imagine that invoice 3 and 4 were actually page 1 and 2 or invoice 3. You have 2 options. You can go to the third bill, and select Group with Next Invoice, or you can go to the fourth bill, and select Group with Previous Invoice.
Once you have the pages and bills split and joined correctly, you can then Find Map, Try Map, Use Map as normal, or proceed to do some Manual Entry.
What if the Invoices are in the one pdf in the InTray and need to be split?
If you have found an invoice in your In Tray which has multiple invoices within it, but they show simply as different pages, then you will need to split them.
But all splitting has to be done in the Unknowns tab so you will need to send it back there first;
From the Intray, click MORE > Re-Map Invoice. This will send it back to the Unknowns. You may now follow the Splitting Bills directions above.
What if a supplier keeps sending you multiple invoices in the one pdf and you need to keep manually splitting them before the map can be applied;
then you should ask that supplier to send them as separate PDF's. Click here for the template letter to make it easy.