How to identify invoices with issues?
STEP 1:
Clicking on the 'Invoices with issues' section of the dashboard will display a list of all invoices with issues.
When you click on a specific invoice, you will see a tag at the top on the right-hand side explaining the specific issue.
These are the invoices that incurred an issue during the processing stage. The majority of the time invoices are sent to this category as Invoice Automate cannot match these from the data provided by your property management software.
If you see a Red Error message tag in the top corner, click the below link to find out more:
These are the main reasons a bill will fall into the category of the issue.
The reasons a bill will fall into the issues category:
If the BPAY reference is not attached to the property in Property Tree. Ensure the creditor is an authorised creditor and has a valid BPAY reference number, once this has been added it will be save for the creditor for the next bill.
If the bills are EFT based they will appear here by default for the first bill for that property and creditor. Once they have had the address and creditor entered, these details will be appear in the next scan and the bill will load into the approved category.
By default 2 pages is considered the page count for an invoice. If an invoice comes through exceed the defaulted 2 paged it will comes through as an issues where you can process only the relevant pages and the other pages can be disregarded.
Invoice Automate will automatically read the first two pages of an invoice so even if the document is more than 2 pages long, if the invoice details are on the first 2 pages, it won't receive this issue.
If the document that has scanned through is not an invoice.
If the document that has scanned through is of poor quality.
If the document that has scanned through is missing a page with invoice details.
The creditor isn't setup correctly or at all in your trust accounting system.
There is a short outage with the trust account software API where we are not able to receive the required detail such as property or creditor details.
STEP 2:
If you are able to rectify the issue as per the above issues, you can simply select "Process" and the invoice will be reprocessed for you, prefilling the relevant information.
Alternatively, you are able to add in the information manually and approve the invoice. You also have the option to delete or file the invoice, depending on what is appropriate for that particular invoice.
These are the invoices that incurred an issue during the processing stage. The majority of the time invoices are sent to this category as Invoice Automate cannot match these from the data provided from your property management software.
If you need support to understand why an invoice is in the 'invoices with issues' section, please use the 'report an issue' function. The article can be viewed below: