Using Sticky Notes on the Vendor Invoice Audit Page
Sticky notes on the Vendor Invoice Audit page keep the context you need in front of you while you audit. Each invoice has its own sticky note, and the notes saved on its vendor account and vendor are shown alongside it, so you don't have to leave the page to check for reminders about overcharges or billing quirks.
Where to find sticky notes on the Audit page
- Open the vendor invoice you want to audit.
- Find the Vendor Invoice Sticky Notes card at the top right of the page.
The card has two parts:
- Vendor Invoice Sticky Notes. This note belongs to this invoice only. You can add, edit, and clear it right here.
- Related. Under the invoice note is a row of buttons for the notes saved on this invoice's Vendor Account and Vendor. These notes are read only on the Audit page.
Reading the Vendor Account and Vendor notes
Each button under Related has a small dot:
- Filled (amber) dot: that record has a sticky note.
- Gray dot: that record has no sticky note.
Click a button to open its note under the invoice note. Click it again to close it. Only one related note is open at a time.
The panel header shows which record the note belongs to, such as the vendor account number or the vendor name. That name is a link. To change a Vendor Account or Vendor note, click the link to open that record and edit the note there
What changed: You used to be able to edit the Vendor Account sticky note directly on the Audit page. That note is now read only here, so a note that applies to every invoice on the account can't be changed by accident mid-audit. Edit it from the vendor account instead.
Adding or editing the invoice's sticky note
- In the Vendor Invoice Sticky Notes card, click the pencil icon.
- Type your note. You can use bold, bulleted or numbered lists, and headings.
- Click Save, or Cancel to discard your changes.
Under the note, Discovery shows who last changed it and when.
To delete the note, click the pencil icon, clear all the text, and click Save.
Which note should I use?
| Put it on… | When the note is about… | Example |
|---|---|---|
| The vendor invoice (on the Audit page) | This one invoice | "Fuel surcharge disputed with vendor on 9/12. Waiting on a credit." |
| The vendor account (on the Vendor Account page) | Every invoice for this account | "This account is regularly billed for an extra pickup on Fridays. Check it against the pickups." |
| The vendor (on the Vendor page) | Every account with this vendor | "Vendor bills contamination as a separate invoice." |
Example use cases
Overcharge reminder
- Scenario: A vendor account keeps being overcharged for container rental.
- Action: Open the vendor account (click its link in the Related panel) and add a note describing the overcharge.
- Benefit: Every auditor sees the reminder under Related on every invoice for that account.
Single-invoice finding
- Scenario: While auditing, you spot a charge you need to follow up on with the vendor.
- Action: Add a note to the invoice's Vendor Invoice Sticky Notes.
- Benefit: The finding stays with that invoice instead of cluttering the account note that every other invoice shows.
Unique billing practices
- Scenario: A vendor bills in a way that's easy to misread.
- Action: Add the explanation to the Vendor record's sticky note.
- Benefit: It shows up on the Audit page for every account with that vendor.
Best practices
- Put the note at the right level. Invoice-specific findings go on the invoice. Recurring issues go on the vendor account or vendor.
- Keep notes short and clear so they can be read at a glance during an audit.
- Check for a filled dot on the Vendor Account and Vendor buttons before you start auditing.
- Review and tidy up notes regularly, especially account notes that show on every invoice.
Related sticky notes on other pages
Related notes also appear on other pages, read only:
- Location page: the client company's note
- Service page: the client company's, location's, and vendor's notes
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.