Vendor Invoice Settings

Overview

Discovery has several settings that control how vendor invoices are processed in bulk. Most are on/off toggles; the two Force Approval settings take a value. All of them apply to your whole tenant.

Which settings you see depends on your plan. Each setting appears only if your tenant has the matching feature, so you may not see every setting listed below.

Available Settings

Setting	What it does	Shown when your tenant has
Auto Process Extracted Invoices Into Vendor Invoices	"Automatically process extracted invoices into vendor invoices when saving."	Extract
Allocate Vendor Invoices After Match	"Automatically allocate vendor fees across service charges after line item matching."	Audit
Audit Vendor Invoices After Allocation	"Automatically perform an audit and revise charges after allocation."	Audit
Strict Cash Flow Protection	"Match to revenue checks will always fail unless a matching client invoice has been sent AND paid."	Revenue
Auto Approval Enabled	"Automatically approve vendor invoices after auditing if they meet the approval criteria." See Vendor Invoice Auto Approval.	Audit*
Short Pay After Approval	"Use an invoice's adjusted amount when making payment to vendor."	Vendor Credit Tracking
Force Approval $ Threshold	"Invoices above this amount require force approval." Leave blank for no limit.	All tenants
Force Approval % Tolerance	Requires force approval when an invoice's amount differs from the previous invoice's by more than this percentage. Leave blank to allow any difference.	All tenants

* Auto Approval Enabled is shown to all Audit tenants. It can only be switched on if your plan includes vendor invoice auto approval; otherwise the toggle is greyed out and its tooltip says "Contact us for more details on this feature."

Notes on individual settings

Auto Process Extracted Invoices Into Vendor Invoices: when this is on, an extracted invoice that is ready for auditing becomes a vendor invoice automatically once it is saved or matched to a vendor account. When it is off, someone has to process extracted invoices by hand.
Short Pay After Approval: this sets the starting value for new vendor invoices; existing invoices keep their current setting. You can still change it on an individual invoice. When short pay is on, the balance recorded when the invoice is posted is the invoice's adjusted (audited) amount rather than its original billed amount.
Force Approval % Tolerance: the "previous invoice" is the most recent earlier invoice on the same vendor account that has been signed off (Approved, Revenue Check Failure, Posted, Manually Posted or Paid). The help text on the settings page says "last month's" invoice, but this is the rule Discovery actually applies.

Note: Force Approval settings can also be set on an individual vendor account. A vendor account's settings override the tenant-level ones.

Vendor Invoice Gather Email

Tenants with the Gather feature also see the Vendor Invoice Gather Email in this section. This is the address vendors (or your team) send invoice attachments to when gathering invoices by email. The address is read-only.

To get a new address, click Regenerate Email. Your old address stops working straight away, so update anyone who sends invoices to it before you regenerate.

Here's how to access these toggles:

1: Navigate to the Tenant Settings screen.
2: On the General Settings tab, scroll down to the Invoice Settings section.
3: Here, you'll see a collection of available Vendor Invoice Settings toggles. You will also find the email you'll use to Gather Vendor Invoices into Discovery via the Email Attachment method.
4: To activate any of the Vendor Invoice Settings, please click the respective toggle.
5: Click on Save All Settings when finished to ensure your changes are saved.

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.