Invoice Audit

• Audit status:  It is used to organize your invoices and can be New, for new invoices, Investigating, for invoices that need further investigation before being paid, Bin, for the invoices you don't want to handle anymore, and Inbox, for all other invoices.
• Due date: The last date when the invoice can be paid.
• Supplier: The supplier of the goods and services.
• Invoice date: When the invoice was issued.
• Invoice number
• Review: It is used internally to show if an invoice is OK or With remarks
• Validation: It shows if an invoice passes the validations set up in the Settings sections. It can be correct if the invoice passes all validations. Or, depending on the type of validation issues, it can be non-monetary and monetary.
• Business status: It is a status used to share updates between the seller and the buyer. Examples of business statuses are: Acknowledge, In process, Rejected, Approved, or Paid. If no business status is chosen the invoice will display No status.
• Customer no
• Delivery: Displays whether the invoice is On hold in the Invoice Audit view or it has been sent to your ERP. This function requires a special integration with your ERP to be set up. 
• Created Time: Display the time the invoice reached Pagero Online
• Send mode: Production, Certification, or Test mode. You can find more information about these modes in our Invoice Portal guide (section 11).
• Assign Icon: The last column displays the member of your team who has been assigned to handle each invoice.

When clicking on any of the listed documents, a new panel on the right of the screen will appear, showing more detailed information about it.

• Details: displays information from main list view and additional details, such as invoice amounts and Deviation details. Also, here you can perform additional tasks: Review & assign, Re-validate and modify the Delivery, and Business status. Finally, you can also find the invoice attachments and the Invoice Audit history. 

If you click on More details in the Deviation details section, a new window will pop up with the validation results.

If you click on Audit status, you can choose between different statuses that are used internally to organize your work. 

The Select assignee dropdown menu allows you to choose a member of you team to assign the handling of the invoice.

The Business status dropdown menu allows you to communicate with your supplier using different statuses and to send a message to the email address specified in the Send to box. 

Finally, the Deliver to ERP box allows you to send the invoice to your ERP system when you have an integration set up. 

The Re-validate function is used to manually apply the validations set up in your account to a specific invoice. This option can be used after changes in the validation settings are made.

Above the listed documents you can find the filters section, which will allow you to easily find a specific document. The interface consists of:

1. Search bar: allows you to type the document number or the receiving/sending company name to find a specific invoice or all invoices by that company.
2. Audit status dropdown menu: allows you to filter by Audit status.
3. The export button is used to export all information concerning the displayed invoices at any specific time. When clicked, a pop-up window will appear which will allow you to select the file type and file name of your export.
4. The Layout icon can be clicked to display a menu where you can select the different columns displayed in the Inbox.

   

5. Additional filters can be displayed on a side window by clicking on the All Filters button on the right.

   

This sub-section allows you to change the overall functioning of Invoice audit. 

• The General audit settings button opens a separate window where you can decide about the acceptance of invoices and the conditions affecting the invoices that are shown on the Inbox tab. All settings can be turned on and off using the buttons at the top right corner of each section.
• Selected suppliers menu allows you to select the suppliers of the invoices shown in the Inbox section
• Notifications tab is used to configure the notifications generated by Invoice audit. 

This section contains four basic settings used to check for common issues such as invoice duplicates and summation errors.

These settings are used to validate item prices against the last known prices or the price lists that can be manually uploaded for each selected supplier.

• Validation Setting contains the different price validation settings that can be activated.
• Selected Suppliers allows you to select the suppliers that will be affected by the price validations in place.
• Article Price list is used to upload price lists (currently in development)

• Search bar allows you to type the document number to find a specific invoice.
• Only show documents that require interaction - choosing this option means only documents in Awaiting interaction status will be displayed.

This feature is currently in development. We will expand this guide when it arrives. Stay tuned!