Pending Approval
Features to understand about the pending approval page (SEE BELOW for full image of pending approval page)
The pending approval page houses all of your incoming invoices that are pending approval. There are two main sections or columns on this page; Purchase order and Invoice. each section contains their related information.
Invoices that come into this page will get matched to its corresponding PO by our system. The system will run a line by line check and make sure all information is matching. Any discrepancies will get highlighted accordingly, along with its corresponding status icon.
Status icons
The pending approval page uses row color to indicate the status of the pending invoice.
Green: indicates that the PO’s items and the invoices items have been successfully matched.
Light Yellow/cream: indicates that the PO and invoice were matched WITH discrepancies.
light red: Indicates an error, or that there is no PO to match the invoice with. This is common for orders that were placed off system. If an invoice gets flagged due to this reason, and it was intentional, than ignore the error
A duplicate PO would be a true error. We do not want duplicate PO’s within the system.
In relation to the highlighted rows in color, you will also find icons under the status column that will indicate the meaning of those colors. If you hover your mouse over the icons, it will read a message.
Here are the remaining icons under the status column:
GL code completion status. This will tell you whether all line items have been successfully GL coded
Receiving status. This icon is used to indicate whether a shipment per invoice has been received. This icon is red by default. NOTE: This is not an automatic process, nor is it accurate. On.care system does not determine whether a shipment has been received. This is the responsibility of the customers receiving department .
Invoice Details
You can inspect the details of an invoice by clicking the invoice number under the “Invoice #” column
This will bring up all of the line items for the selected invoice.
This page will show which line items have been matched and which have not. furthermore; if an invoice is shown to have GL code discrepancies, they will be shown in the invoice details.
If a line item comes in with a missing GL code, you can assign one by clicking on the GL code drop down, under the GL code column.
once you are done inspecting an invoice, there are a few options available to you at the bottom of the invoice detail page under the “Actions” button.
Approve - this will approve the invoice and send it over to the “Batch” page where invoices are batched and turned into import files.
Reject - this will reject the invoice. The invoice will than move from the pending page to the search PO page where all of your PO’s can be found.
Reprocess - This will process your invoice again. This is used if you have changed or added a GL code to a line item.
Clicking on the info icon next to “Amount” in the top right corner will open up a pop-up window containing line by line GL code explanations.
GL code explanation pop-up window:
Different kinds of discrepancies and “adjustments” you can make
within the invoice details page, there is an “adjustments” drop down button. This button will you give you a few quick options to resolve any line discrepancies between your invoice and your PO.
With the adjustments button, you will be able to:
Adjust price - Sometimes a vendor will update their price after you placed an order. This button will allow you to adjust the PO’s price to the invoices price if there was a mismatch.
Adjust quantity
Adjust item - If there is a mismatch due to an incorrect or missing vendor item id, this button allows you to adjust it
Adjust addons - most PO’s get sent out without taxes or shipping, however, on the invoice, those charges will be there. This button will add any of these charges to the PO.
If there is a price mismatch between the PO and invoice, there are few ways to resolve this.
sometimes the price difference will be so low that it doesn't bother the customer. In this case they would just adjust the price in the adjustments settings.
If the vendors price is more expensive, and you want to be credited for the difference, you can use the “create credit request” feature.
You will than need to fill out the needed information:
vendor contact email - the vendor rep you want to send the request to
credit amount
reason
note - you may add any additional information here.
You can also reject an invoice.
If you click on the “Reject Invoice” button the following window will pop up
The reason for rejecting and instructions to the vendor should be entered into the note field.
If you receive an invoice and the PO is missing:
If this order was placed off the system than you can ignore this
If a PO was created during the order process, and for whatever reason the invoice is not matching to any existing PO, you have the ability to locate one.
The change PO button can be found if you click into an invoice from the pending approval page
Once you click into “Change PO” you will be able to select from a list of PO’s that were created in the past for that invoices particular vendor
once you select the PO from the list you will be able to reprocess the invoice. The system will try to match the PO to the invoice.