AP> Invoices

Click the Add Invoice button to open the Invoice Uploader screen and add the PDF invoices to the batch.

• Click the BROWSE button to browse to the PDF invoice file or drag and drop the file into the area to the right of the button.

  • Each PDF invoice will display below and individual files can be removed from the batch.

• Click the Submit button to upload the invoice files.

  • The system is limited to 30 invoices per upload. If you add more than 30 invoices, an error message displays and you will need to remove the invoices that exceed the limit.
  • If you would like to add more than 30 invoices to the batch, upload the first 30 invoices and then return to the Invoice Uploader to upload more invoices. There is no limit to the number of invoices you can include in the batch, only to the number of invoices that can be uploaded at one time.
• The Summary tab will display the invoice details for the uploaded files.
• Close the Invoice Uploader screen to return to the Document Reader step.

Click CONSOLIDATE LINES to combine all the line items on an invoice into a single line.

• The individual line item balances will be combined into a single invoice balance and the Description will be updated to read "Original multi-line invoice consolidated." This new description can be overwritten.
• Consolidating lines clears any PO line association on the invoice. Select the PO Line Item again on the consolidated line if needed.
• The Consolidate Lines option will be disabled if the invoice only includes a single line or if all but one invoice lines on a multi-line invoice are deleted.

Click the Scan Invoice button to open the Scan Invoice screen and scan invoices into the batch.

• In order to use the document scanning feature, the Springbrook Agent must be downloaded, installed, and configured. Click here for information on installing the Springbrook Agent.

• The Source drop-down menu will display the connected scanners discovered by the Springbrook Agent. Scanners directly connected to the workstation and scanners on the workstation's network are both supported.

  • Check the Duplex or Auto Feeder toggles if the selected scanner has those features enabled.
  • The Pixel Type toggles are used to specify the color for the scanned invoice.
  • Click the SCAN button to scan the invoice.
  • You can also use the BROWSE button to manually attach an invoice from this screen. This can be helpful when you need to scan in some invoices and save existing invoice files on the same record.
  • Enter a unique Title for the scanned invoice.
  • Invoices added the Document Reader via scanner must be saved as PDF files.

  • The icons above the scanned invoice are used to edit the invoice before saving. These icons offer the same editing tools as those found in common image editing software.

    • Use the Crop and Transform icon to crop or rotate the scanned invoice.
    • Use the Annotation icon to edit the scanned invoice with lines, shapes, and text.
    • Use the Finetune icon to edit the color, contrast, and brightness of the scanned invoice.
    • Use the Filter icon to apply a specific filter to the scanned invoice.
    • Use the Frame icon to add a frame to the scanned invoice.
    • Use the Resize icon to adjust the vertical and horizontal dimensions of the scanned invoice.
    • Use the Redact icon to apply a blur or pixelate effect to selected sections of the scanned invoice.
    • Confirm each edit with the Apply icon before moving on to another editing tool.
  • Change the invoice in the scanner and click the SCAN button again to add another scanned document to the attachment.
• Click DELETE CURRENT PAGE to delete the current page of the scanned invoice. All other pages in the invoice will remain.

• Use the Submit button to upload the scanned invoices to the batch.

  • Click the Submit button drop-down and select Submit to add the scanned invoices to the batch and remain on the Scan Invoice screen to scan additional invoices. The system is limited to 30 invoices per upload. To add more than 30 invoices to the batch, upload the first 30 invoices and then return to upload more.
  • Click the Submit button drop-down and select Submit and Close to add the scanned invoices to the batch and return to the Document Reader step.

Click CONSOLIDATE LINES to combine all the line items on an invoice into a single line.

• The individual line item balances will be combined into a single invoice balance and the Description will be updated to read "Original multi-line invoice consolidated." This new description can be overwritten.
• Consolidating lines clears any PO line association on the invoice. Select the PO Line Item again on the consolidated line if needed.
• The Consolidate Lines option will be disabled if the invoice only includes a single line or if all but one invoice lines on a multi-line invoice are deleted.

Once the PDF invoices have been uploaded and processed by the AI service, the invoice and line item details must be reviewed.

• ATTENTION: While the AI service can streamline the invoice creation process by pulling data from a PDF and populating the Cirrus invoice, it should not be considered as accurate as a manually-created invoice. Users are strongly encouraged to review every AI invoice to confirm all values are being populated accurately and to the correct invoice fields. Users should also confirm the accuracy of total invoice amounts and pay special attention to invoices that include multiple line items with multiple values, such a taxes, discounts, or handling amounts.

The invoice section above the PDF will populate with the invoice details identified by the AI service.

• The Vendor Number field is a required field and the AI service will go through a tiered approach to match and populate the correct vendor.

  • The AI service will compare the phone number and email address pairs on the uploaded invoice to existing vendor values to find a match. If an active vendor match is found, that vendor will be used to populate the Vendor Number field.
  • If the phone number and email address pair are not present on the invoice, or if no match is found the for the data pair, the AI service will attempt to find an exact vendor name match. This match could be made via a logo printed on the invoice.
  • If the phone number and email address pair are not present and the exact vendor name does not return a match, the AI service will attempt to parse the phone number and email address from text strings returned during uploaded invoice processing. If valid values are found, the same methodology used when attempting to match phone number and email address pairs will be used on this data.
  • If no match can be found and the vendor on the invoice does not exist in the database, or if the matched vendor record is not in Active status, the Vendor Number field will be blank and you will need to either manually enter the vendor number or click the field search button to select an existing vendor. Click here for information on Vendor Maintenance.

• The Invoice Number and Invoice Date are both required fields. If they were not populated by the AI Service, they must be specified before the invoice can be reviewed.

  • The AI Service will validate for unique invoice numbers based on the settings specified in the Duplicate Invoice Validation section of the Invoices tab on the AP Setup screen. Click here for information on the AP Setup screen.

• The Purchase Order field displays the purchase order number the AI service found on the invoice. This field is enabled only when the Purchase Orders module is installed.

  • The AI service fills in the field only when the PO number on the invoice matches an open purchase order in the batch fiscal year. If it finds no match, the field stays blank. The Document Reader does not create purchase orders.
  • When the AI service fills in the field, it also associates each invoice line with an open line on that purchase order. Check the PO Line Item on each line before you mark the invoice as reviewed.
  • To add or change the purchase order, enter the PO number or click the field search button to select one from a list. The list displays open purchase orders for the batch fiscal year and the vendor on the invoice.
  • If you enter a PO number that does not exist, is closed, or is not in the batch fiscal year, a message explains why and the field clears.
  • When you change the purchase order, the system clears the PO Line Item and Receipt Number on every line of the invoice.
  • If the vendor on the purchase order does not match the vendor on the invoice, the Mismatched Purchase Order window displays. Click OK to keep the purchase order, or click CANCEL to clear it. The window displays only once for each invoice.
  • Leave the field blank to save the invoice without a purchase order.

• Use the Home Dept field to specify the home department for the invoice. Enter the department code or click the field search button to select one from a list.

  • If the Overwrite blank invoices with home dept from PO toggle is checked on the AP Setup screen and the Home Dept field is blank, the field fills in with the home department from the purchase order. If you clear the purchase order in the Mismatched Purchase Order window, the system also clears that home department.
  • If the Require Home Department on Invoices toggle is checked on the AP Setup screen, you must enter a Home Dept before you can mark the invoice as reviewed.
• Confirm the populated Amount values are accurate. While the Base Amount field is read-only at the invoice level, it can be edited at the line item level.

The invoice line section to the right will populate with the individual invoice line details identified by the AI service.

• The Tab Order button at the top of the Line details pane is used to adjust the tab order of the fields and hide the fields you do not need. You cannot hide required fields. Click here for information on changing the tab order of a window.

• Enter a GL Account that will be expensed for the invoice line or click the field search button to select an active account from a list. This is a required field and will not be populated by the AI service.

  • The GL Account will automatically populate if the Vendor populated or selected above includes a default GL account.

  • You can also enter an Account Alias to populate the GL Account field if you have previously set up account aliases.

    • Account aliases allow you to select GL accounts using a keyword rather than the entire GL account number. For example, if you assign the alias "EXP" to a GL account, you could type EXP into the Account Alias field and the GL account would populate in the GL Account field.
    • Click here for an overview on GL account aliases.
  • When a GL Account is specified for one invoice line, it will automatically populate the remaining lines on that invoice.
  • If a GL Account is selected before a vendor is selected, the default GL account associated with that vendor WILL NOT populate the GL Account field.

  • The Task Label and PM Type Code fields can be used to associate a Project Management Task and Type Code with the invoice line.

    • If the GL Account entered above is project driven (GL> Maintenance> Chart of Accounts> General tab> Account is project driven toggle), the Task Label and PM Type Code fields will be required.

• Confirm or update the values in the Base Amount, Discount Amount, Handling Amount, and Tax Amount fields.

  • The Tax Amount will only be enabled if the Taxable toggle is checked below.

• The IC Item field is used to associate the invoice line with an inventory control item. Enter the item code or click the search button to select one from a list.

  • If an IC Item is selected, the Quantity and Unit Type fields will be required.

• The Description field will populate with the description on the invoice line item. This value can be edited.

  • If the CONSOLIDATE LINES option is used on this invoice, the individual line item description will be overwritten and "Original multi-line invoice consolidated" will display in the Description field. This value can also be edited.

• Use the PO Line Item drop-down menu to associate the invoice line with a line on the purchase order. This field displays when the Purchase Orders module is installed, and you can use it once the invoice has a Purchase Order.

  • The drop-down menu lists the open lines on the purchase order as line number - description - amount. Closed lines and lines locked in an open change order batch do not display.
  • Select Select PO Line Item to leave the invoice line unassociated. You can associate the line at any time before you save the invoice.
  • If the Force Receiving toggle is checked on the AP Setup screen, the list includes only standard PO lines with a received quantity that you have not invoiced yet. The invoice line Quantity cannot exceed the received quantity minus the quantity already invoiced against that PO line.
  • Contract PO lines are not subject to Force Receiving. They always display in the list, even if nothing has been received, and can post with a zero quantity.
  • The system applies the same PO line validations used in the Invoices step when you mark the invoice as reviewed.

• The Receipt Number field displays the PO receipt number for the selected PO line. This field is read-only.

  • If the Force Receiving toggle is checked on the AP Setup screen, a receipt number is required for lines associated with a standard PO line.
• Click UP and DOWN to cycle through the lines on the invoice. You can also use the ALT+U and ALT+D hotkeys to cycle through the invoice lines.

• Click CREATE to create a new invoice line. You can also use the ALT+R hotkey.

  • If the uploaded invoice contained no line items, you will be required to create at least one line item to save the invoice.
• Click DELETE to delete the current invoice line. You can also use the ALT+L hotkey.

Once you have confirmed the accuracy of all lines on an invoice, click the Not Reviewed button to mark the invoice as reviewed and proceed to the next invoice.

• If the invoice has errors, a validation window lists them. Correct the errors before you mark the invoice as reviewed.
• If the Warn Users of Open POs toggle is checked on the AP Setup screen, a warning displays when an invoice line has no PO Line Item and open PO lines exist that match the vendor, the fiscal year, and any additional match criteria selected on the AP Setup screen. The warning displays only when the invoice has no errors, and it does not prevent you from marking the invoice as reviewed.
• When using the PREVIOUS INVOICE and NEXT INVOICE buttons to navigate between invoices, reviewed invoices will display as Reviewed .

Click the Summary button to open the Summary tab of Invoice Uploader screen to view a summary of the invoices uploaded in the Document Reader step.

• The Vendor number, Invoice Number, Invoice Date, Amount, and review Status of each invoice will be displayed.
• Click on the PDF icon to view the uploaded invoice PDF.

Click the Save button once all the invoices have been reviewed. The invoices will be added to the batch and will display on the Invoices step, where additional details can be added.

• The home department, and the PO number, PO line item, and receipt number on each line, carry over to the invoice. In the Invoices step, the PO number and PO line item display on each invoice line rather than in the purchase order selector at the top of the invoice.
• If any invoices were uploaded but not reviewed, they will display on the Document Reader step in subsequent AP Invoices batches for the current Cirrus user until they are reviewed or deleted.