The Items for Attention screen is critical to the smooth running of OnePosting for your business.
The screen presents a list of exceptional invoices that require attention before they can be released into the approval matrix.
The screen shows Invoices that require your attention by default. Anything listed on this screen must receive your attention in order to proceed.
You can also view invoices that are with OnePosting using the Refresh All (Including Op Quarantines). If these invoices are extremely urgent you can mark them for manual entry and enter the details yourself.
Onscreen Options
- View PDF: Against each document in the list there is a PDF link which can be clicked to view the PDF document.
- Assign Supplier: If an invoice is received into the system for the first time from a supplier it must be linked to the correct Supplier Reference code. This is the code for this supplier that is setup in your payment system.
- Assign PO: If a supplier is set up as requiring a PO on all invoices and an invoice is received from them without a PO number, the invoice will drop into Items for attention with the option to assign it to an outstanding PO for that supplier.
- Assign Cost Centre: If you are setup to rely on the supplier adding a cost centre reference to ensure the invoice is routed to the correct cost centre for approval, the assign cost centre option is presented when invoices are missing the cost centre ref.
- Manually Process: This option is presented if an invoice is in an unreadable format or has been marked for manual entry. Click the link to open a screen that displays the PDF and a section in which invoice data can be added or extracted data can be amended.
All items can be tagged using the tick box next to the invoice on the extreme left of the results grid, and one of the options on the grid toolbar can be selected. These options are;
- Return as Invalid: This rejects the document and sends it back to the supplier with the reason given for rejecting it.
- Mark not a Supplier: If a document has been sent in to you from someone you dont recognise as a supplier, this option will remove it from the system and send it back to the sender.
- Mark as Spam / Malicious: If you believe an item on the items for attention screen was sender from an untrustworthy source you can mark it as spam, removing the document from the system and blocking any further emails from them.
- Let through as Statements: If a document is a statement, it can be marked as such here and any rules can be added to allow it through automatically in future. A sample rule would be; Email Subject contains the word 'statement'. Once let through it is available to view in the Statements and other documents screen.
- Archive or Deal with Internally: In cases where invoices have been sent to OnePosting but for whatever reason, the invoice will be processed outside of OnePosting, this option allows the invoice to be removed from the approval workflow but remain available to view in the system for reference.
- Tag as Backup Document: If a document is neither an invoice nor a statement it could be a document that is normally sent with an invoice in order to explain the invoice charges. If this is the case the document should be stored as a Backup document whereby it is let through and available to view in the statements and other documents screen.
- Download PDFs: Allows the user to select one or many invoices and download a copy of the original PDF sent in by the supplier. If multiple invoices are selected, the files are added to a zip file and downloaded to the PC. Double click the zip file to open it and view the PDFs inside.
- Try Again (Should be resolved): If you believe the reason why an invoice was marked as requiring attention is no longer the case, tag the invoice and click this option. Examples of this would be where a PO was previously marked as complete in the system but this invoice is correctly assigned to it. Initially the PO will be treated as invalid because it is marked as complete but if the user re-instates the PO they can then mark the invoice for a retry.
Why do Invoices appear on this screen?
- First invoices received from new suppliers
When a new supplier sends an invoice for the first time, the system needs to associate the sender email address domain with the supplier ref from your payment system.
Action: Click the Assign Supplier link. This will open a window showing the Invoice PDF beneath a search field in which the system can be searched for the correct supplier ref.
If the supplier has not been setup in OnePosting the Create Supplier option can be used to add it.
Enter the Supplier details as they are setup in your payment system
Primary Contact Details section enter a contact to whom rejected invoices can be sent.
Important:
1 - In the 'Send from email address to give Connection' field enter the suppliers email domain (Everything after & Including the @ symbol) This will associate this email domain with the supplier ref on all future invoices sent.
2 - If the supplier invoices are sent from a generic system address such as quickbooks, assign the issue to OnePosting support using the Assign to OnePosting option.
3 - If the invoices are sent from a standard email domain such as gmail, hotmail etc add the full email address to the 'Send from email address to give Connection' field. - Invoices with no PO Numbers
If a supplier that is marked in the system as requiring a PO, sends an invoice with no PO, the invoice is presented with an option to assign a PO number.
Action: Click the Assign PO link.
A window opens showing all outstanding POs for this supplier.
Tag the required PO and click the Assign Purchase Order button.
The Invoice will then be routed for approval as per the PO creator and cost centre. - Invoices that cannot be routed to a cost centre:
If an invoice is sent from a supplier where POs are not required, the invoice should contain a reference or address to identify the cost centre to which the invoice should be sent. If there is no way to identify the cost centre, the invoice is presented on the Items for Attention screen.
Action: Click the Assign Cost centre link - Tax/Vat Only Invoice:
This are invoices whose total value is only made up of Tax. These invoices cannot be processed in the system as there is no value to assign a nominal code against.
Actions: These invoices must be either rejected and sent back to the supplier as invalid or archived. - Tax/Vat calculations do not make sense: When the system attempted to digitise an invoice, the tax value extracted does not conform to any standard tax rates. This requires human intervention to determine how the tax should be assigned.
Actions: Manually Process, Return to Supplier or Archive and Deal with Internally. - Need help extracting information: When the system attempted to digitise the invoice, some of the values could not be extracted. In these cases the invoice will be partially digitised but will need to be completed by hand as there is an issue whereby the invoice is either missing data or the data is not in a standard format and needs to be interpreted by a user.
Actions: Manually Process, Return to Supplier or Archive and Deal with Internally. - Totals do not make sense: In these cases, invoice data is extracted but the totals on the invoice do not reconcile. ie the line quantities X line price does not equal the line totals or the sum of the line totals does not equal the net total of the invoice.
Actions: Manually Process, Return to Supplier or Archive and Deal with Internally.
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