Gathered Vendor Invoices

Discovery's Gathered Vendor Invoice system is a comprehensive tool that consolidates invoices from multiple vendors in a centralized, digital location. These invoices are primarily in PDF format, making them easily accessible and readable across various platforms. The process of collecting vendor invoices occurs through several methods:

Automatic Fetching: Discovery's Rover automatically fetches invoices from vendors who have their systems integrated with the Rover portal protocol. This seamless integration allows for efficient and timely retrieval of invoices without the need for manual intervention.

Manual User Upload: Users can also manually upload invoices into the system. This feature is particularly useful for situations where automatic fetching may not be possible, or when dealing with vendors who have not yet had their systems integrated with the Rover portal protocol.

Email Submission: To further simplify the process, users can also email invoices to a dedicated email address. Once received, the system will automatically process and store the invoice, making it accessible within the platform.

The Gathered Vendor Invoices system offers several benefits to users, including streamlined accounts payable management, improved accuracy in tracking invoices, and timely payments to vendors. By centralizing the collection and storage of vendor invoices, organizations can reduce the risk of misplaced or overlooked invoices, minimize manual data entry errors, and enhance their vendor relationships through timely and accurate payment processing. Additionally, this system enables users to easily search, sort, and filter through invoices, making it easier to track expenses and maintain financial transparency.

Relationships

• A Gathered Vendor Invoice File is tied to an Extracted Vendor Invoice (Extract Tenants only).

Record Details

• Status: The status of the file, can be one of the following values: Gathered or Extracted.
• Source: How did the file make its way into Discovery. Can be one of the following values: Email, File Upload, or Rover automated retrieval.
• Uploaded By: The user that uploaded the file (manually uploaded files only).
• Batch Name: The name of the batch that the invoice file belongs to.
• Document Path: The path to the file on disk.
• Document Size: The size of the file in bytes.
• Document Name: The name of the file.
• Extracted At: The date and time at which the invoice file was extracted.
• Archived At: The date and time at which the invoice file was archived.
• Archived By: The user who archived the invoice file.

The Status property is used to track the status of the invoice file. The following values are possible for the Status property:

• Gathered: The invoice file has been uploaded but has not yet been extracted.
• Extracted: The invoice file has been extracted and is ready to be processed.
• Archived: The invoice file has been archived and is no longer available for processing.

How do I?

• How does Discovery gather my Vendor Invoice files?
• How can I see my Gathered Vendor Invoice Files?
• How do I download and archive Vendor Invoice Files?

If your Tenant is on an Extract or higher plan, extraction occurs near immediately after Vendor Invoices are Gathered into Discovery. To access Extraction features when viewing the details of a Gathered Vendor Invoice File, click on the Extraction tab.

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.