How Do I Process a Vendor Invoice and Ready it for Auditing?

After Extraction is complete, the extracted Vendor Invoice will be listed on the Extract - OCR Vendor Invoices index page. When the extraction process results in a fully balanced Extracted Vendor Invoice and all required fields are satisfied, the resulting status will be Ready For Processing. You may want to review the data you've attached before processing the invoice into the Audit phase.

1. Click on Invoicing.
2. Click on Extract.
3. Next, you can either:

• Click the Process Invoice(s) button on the Extract - OCR Vendor Invoices index page.

or

• Edit extracted Vendor Invoice files individually. To do so click on Edit.

• Then click the Save button at the top of the Edit page.

Invoices that are not yet Ready For Processing cannot be processed due to one or more of the following reasons:

• A matching Vendor Account is not found
• Invoice Total does not reconcile to Line Item Total
• All required Invoice fields are not met

Data extracted from a Vendor Invoice may need adjustment to balance or required data fields that cannot be auto-extracted from the Vendor Invoice. These Extracted Vendor Invoices will have a Status set as Needs Review and will require manual adjustment before they can be progressed to the Audit phase.

Whereas we cannot provide real-world instances for every scenario in which an Extracted Vendor Invoice might be prevented from processing, we can illustrate the general approach with one example involving two common issues: a missing required field and an imbalanced line item total. Here's how these are addressed:

1. Click on Invoicing.
2. Click on Extract.
3. Once you locate your Extracted Vendor Invoice, click the Edit link.

4. In the invoice detail pane on the Extracted Invoice tab, please fill in any missing required fields and correct any line items that need attention. Here, the Issues reported (listed in the pink Issues bar above the invoice and indicated in red text below) are an Invoice Number that failed to extract and we have an imbalance in our Line Item total.

5. Entering the missing Invoice Number and clicking the orange Save button clears out the missing Invoice Number issue.

6. Discovery is reporting that the line item total $409.58 does not match the invoice total $204.72. This typically means one or more of the following:

• Invoice Total was incorrectly extracted.
• Line Item(s) was included that should not have been.
• Line Item(s) was not included that should have been.
• Line Item amount(s) was incorrectly extracted.

7. To begin, we recommend ensuring the Invoice Total amount was extracted correctly. It was correct at $204.72.
8. Next, determine the amount of imbalance you are seeking to identify. Here, it is $204.86 as shown in red text in the Line Items detail area below the invoice.

9. Since this is a positive amount making the Line Item total too high, first look for one or a combination of Line Items that were included that should not have been. The last Line Item shows a Previous Balance payment of $203.86, which was mentioned on the invoice but erroneously categorized as a Line Item. Classifying this specific line item as Extra Data would resolve a significant portion of the imbalance, but not all of it. Here, we are dealing with multiple line items that require exclusion or adjustment in their amounts.

Let's address this first Line Item and determine the remaining imbalance.

To classify this Line Item as Extra Data, simply click Edit for that Line Item.

10. In the Edit Line Item lightbox window that appears, change the Type to Extra Data. Click the Save button.

11. With that Line Item classified as Extra Data, the resulting Line Item total is now $205.72: an imbalance of $1. A Line Item review on the Vendor Invoice PDF shows that the a Line Item with an Amount of $8.50 was extracted incorrectly at $9.50. The extracted Line Item Amount needs to be edited to be $8.50. Doing so would fully balance our Line Item total to the Invoice Total.

To Edit this Line Item, simply click on the Line Item's Edit button.

12. In the Edit Line Item lightbox window that appears, modify the value in the Amount field to the correct amount. You'll also need to select a Line Item Type and Sub-type (if needed) before saving. Click the Save button.

13. The Line Item total now reconciles to the Invoice Total and the pink Issues bar is no longer displaying. You're nearly ready to move forward and Process this Extracted Vendor Invoice, however its status is still listed as Needs Review. You'll need to first click on the Save button at the top of the page to save all the changes you've made to this Extracted Vendor Invoice.

14. Now that the Status shows as Ready For Processing, there's one more step before you may process this Extracted Vendor Invoice. Each Line Item must have a Type provided before Processing can be performed. To provide a Line Item Type, click on Edit for each and select the appropriate Type.

In our example, there are two Line Items that are missing a Type and possibly a Sub-type.

By editing each and providing a Type, we're now ready to Process this Extracted Vendor Invoice.

15. To process this Extracted Vendor Invoice, click on the Save button.

If you have additional questions or need more in depth information, please feel free to send us a message using the help beacon in the lower right-hand corner.