🧾 Invoice Verification

Invoice Verification is a specialised workspace for accounts-payable teams to match supplier invoices against purchase orders and delivery notes. By identifying discrepancies early, you can prevent overpayments, duplicate payments, and supplier friction.

✨ Key Features & Enhancements

• Exception Resolution: Easily flag and filter invoices that have exceptions (e.g., price mismatches). Dedicated 'Verify' actions guide users through resolving exceptions.
• SLA Tracking: Built-in Service Level Agreement (SLA) timers track the time since an invoice was loaded, highlighting overdue invoices that need immediate verification.
• Side-by-Side Viewing: Seamlessly view the invoice PDF (or thumbnail) alongside the verification data grid for rapid data entry.
• Lasso Field Selection & AI: (If enabled) Visually extract text directly from the invoice image to instantly populate data fields.

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🔍 How to Verify an Invoice

1. Ingestion: Invoices are uploaded manually or captured via automated document scanning and email imports.
2. Access the Queue: Navigate to the Invoice Verification queue. You can quickly spot high-priority invoices using the SLA column.
3. Verify/Resolve: Click the Verify button next to an invoice (often highlighted if it's flagged as an exception).
4. Data Entry & Validation:
   • Confirm key header fields: Invoice Number, Invoice Date, Supplier, Total Amount, and Tax.
   • Review the Line Items (Description, Quantity, Unit Price).
5. PO Matching: The system cross-references the invoice against its corresponding Purchase Order. Discrepancies in quantities or pricing are highlighted instantly.
6. Finalise: Click Submit to approve the invoice for payment, or add a note if further investigation is required.

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⚡ Smart Verification Tools

⏱️ SLA Timers

Every invoice tracks its load date against your organisation's configured SLA. Visual indicators will alert your team to invoices approaching or exceeding their processing deadlines.

🎯 Lasso Tool

When reviewing the document image, use the Lasso tool to draw a box around a value (like an Invoice Number or Total). The system automatically reads the text and pastes it into the corresponding form field, drastically reducing manual typing.

🤖 AI Assistance

If AI Chat is enabled in your environment, you can ask the assistant questions about the invoice directly within the verification screen. It can identify field values, suggest corrections, and explain discrepancies contextually.

🏢 Supplier Lookup

Start typing a supplier's name to trigger the built-in lookup. This pulls verified details (address, payment terms, currency) directly from your approved Supplier master list.

IMPORTANT

Prerequisites for Matching Invoice Verification heavily relies on data from the Purchase Orders and Suppliers modules. Ensure that valid POs exist and suppliers are fully registered before attempting a match.