Processing Manual Invoices July, 2015 The new XR-7

Invoices are presented to users through the invitbox website, so from any computer or tablet-device, at work or at home, users can immediately check, approve and process them. Invitbox presents the original bill and all its extracted data within seconds of it being sent by the supplier. With workflows that can easily be tailored to suit your business requirements, a few clicks of a big green button can have the bill and the data automatically posted into your Abcom Accounts Payable System & Abcom Store Systems eProphet.NET. Whatever you can do with a bill in the paper world, you can do in invitbox, plus a lot more. Add notes. Dispute them. Reject them. Forward them to other persons for their approval. Get multiple approvals if that’s what you want. No more gathering paper up at one location for postage to another. No more scanning. No more filing. No more price checking against agreed price lists. No more overcharging.

When your account is first set up you will have received an asking you to register with invitbox. Log on using the address you registered with invitbox. If you forget your password click on ” Forgot your Password.” You must have accepted the activation request sent to you from invitbox in order to log in

Invitbox presents very much like an program. There are several “tabs” in a horizontal line. In this presentation we will focus on the “Unknowns Tab.” Unknowns are where invoices arrive for the first time. At this point we validate the address and select a suitable map. Once an invoice is mapped and validated future invoices will drop into the “In Tray.” This icon indicates that an invoice has been scanned and cannot be mapped. Manual data entry is required

Note: Statements do not get mapped, simply stores in the “Filing Cabinet” for statement reconciliation (usually undertaken by your Administrator.) Typically most suppliers will submit their invoices direct to invitbox and in the required format a “PDF” Smaller suppliers may use a hand written invoice or alternatively scan an invoice and then it to invitbox (not an electronic copy.) Then there are the really big companies that have very old technology that cannot provide the perfect invoice; a good example is Coca Cola. It can be frustrating to have to process an invoice manually, we would expect the majority of suppliers will update their routines in the future as electronic data importation becomes more widely used (and expected.) Invitbox has a manual entry routine that is very easy to use and intuitive (it remembers items codes and descriptions and will often auto-fill.) There are some important things to remember when manually processing invoices; check your data entry and above all always use “Invoice- Line Item” when selecting the invoice type. Service invoices “DO NOT IMPORT INTO ABCOM” they push only to the Admin & Accounts payable systems and are designed for non stock suppliers ie: a plumber.

Manual Invoices can be clearly identified by the grey keyboard Icon Click on “find map” and you will always see this message below. Note: Statements do not get mapped, simply stores in the “Filing Cabinet” for statement reconciliation (usually undertaken by your Administrator.)

Note: Statements do not get mapped, simply stored in the “Filing Cabinet” for statement reconciliation (usually undertaken by your Administrator.) The manual invoice selected here is Coca Cola. Select the manual entry Tab from the right hand side bar Always select the “Invoice – Line Items” for store stock items “Service Invoice” is not to be used, it will not import to Abcom store systems If required select “Credit Note – Line Item” if it is a credit Enlarge or decrease image size Rotate the image

Note: Statements do not get mapped, simply stored in the “Filing Cabinet” for statement reconciliation (usually undertaken by your Administrator.) Remember always select ”Invoice - Line Item.” Complete the details; Supplier, Invoice number and the date (minimums.) Enter the product code and invitbox will autofill if it recognises a saved code If you click on this grey vertical bar (to the left) you can slide & widen the manual entry screen to display both Product Code & Description fields.

Note: Statements do not get mapped, simply stored in the “Filing Cabinet” for statement reconciliation (usually undertaken by your Administrator.)

Make sure you verify the invoice totals. Invitbox cannot check a manual invoice additions (it can with a mappable invoice.) You may need to alter the “Entered Amounts Include Tax” from yes to know to complete the GST line. Once you have checked your data entry you can “save” and the invoice will then appear in your ‘Inbox” ready to export to store (now it is an electronic invoice.” Invoices such as Coke always need to be manually entered. Garbage in garbage out, remember this

Note: Statements do not get mapped, simply stored in the “Filing Cabinet” for statement reconciliation (usually undertaken by your Administrator.) Q: Why does it have to be a PDF invoice? A: PDF invoices store electronic data in the background, invitbox process this “metadata” other formats; spreadsheets or image files do not have this feature. Q: I have mapped this invoice several times, why does it always appear in my “unknowns?” A: Invitbox remembers senders address, if it is different a simple remap adds the new address to the list of approved senders. Q: The invoice in a true PDF (not scanned) but still it will not map. A: Some suppliers use very old invoicing applications, they are PDF’s but they are missing the metadata in the background (good example Coca Cola.) Q: If I scan a paper invoice to PDF and why won’t Invitbox map it? A: Although a PDF it is an image inside a PDF without metadata attached. Q: Can a supplier handwritten invoices to my invitbox account? A: Yes they can, they are not electronic, but, they can be manually entered.

A Good Stock Control Culture Own your inventory system, please take personal ownership. Keep invitbox “inbox & unknowns” empty as much as possible Never clear out Invitbox at pm on stocktake night and then expect everything to be perfect. Print stock take sheets well before month end an identify “redundant” items and call Abcom for removal pre-month end. A 10 minute phone call can once a month make a huge difference when it comes to ease of stock take processing. Ask Abcom to review E.O.M stock valuations to check for errors, takes only 10 minutes. Most importantly “ask for assistance” there are no stupid questions, just “stupid outcome's” that could have been well avoided if you asked for help. Every Month End is an opportunity to learn, so please ask if you require additional training.

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