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Supplier invoice example for Entertainment

in many organizations the process of approving supplier invoices is the most timeconsuming and error prone step of the procurement cycle spend map complements your current accounts payable system by replacing a cumbersome manual invoice approval process with a fast and efficient online system you can quickly and easily approve supplier invoices for payment and spend map and once approved the invoices can be sent to your accounts payable system for processing using the built-in AP interface we talk about different types of invoices in spend map there's really only one type of invoice when your supplier bills you for something that you've purchased but there's a few different ways to approve invoices in spend map depending on the circumstances So today we're going to review the three most common types of invoices including po related invoices invoice discrepancies and non-po invoices spend map uses a three-way matching me mechanism to make it easy to approve invoices for items that are on purchase orders that is you can match the supplier's invoice to the purchase order and packing slip that are already in the system to approve the payment when an invoice comes in from your supplier you can just pull up the purchase order and receipt information on screen here in your invoice work area obviously if you didn't order the products or Services there would be no PO to select and if you didn't receive the items there'd be no packing slips so it's pretty easy to see if you shouldn't be paying an invoice to complete the the three-way match just click these check boxes to select individual receipts or packing slips or to save time for larger orders you can use this button to match the invoice to all open packing slips in one click so this is your control mechanism checking these boxes is the equivalent of stapling a paper invoice to a paper poo and packing slip in a manual environment by checking these boxes and associating the packing slips with the invoice it will consume or Reserve those receipt transactions for this invoice and the packing slips won't be there the next time around for example if the supplier double invoices you aside from being a quick and easy way to do paperless three-way matching most of the data entry for each invoice is done for you take a look up here at the top of the screen these fields carried forward from the PO that you selected and unless something has changed since the PO was created there's nothing more to key in here and if I click to get to the details of a line item you'll see that spend map already has the description from the PO the account coding and of course the dollar amounts and taxes since we're going to be passing all these details to your accounting system through the built-in AP interface that's a bunch less data entry for each and every invoice compared to manually keying a dozen or so fields for each invoice directly into your accounting system while an invoice that perfectly matches an approved purchase order would typically not need any more approvals many organizations will require additional approvals when invoices don't match the original purchase order we call this an invoice discrepancy discrepancies might be the result of an over shipment a difference in the taxes between the PO and the invoice maybe a freight charge that wasn't on the PO or maybe just a unit price discrepancy for this example I'll change the dollar value here regardless of the reason when an invoice doesn't match the original po the invoice discrepancy can be routed for online approval before releasing the invoice for payment and sending it over to your accounts payable system so the idea here is that whoever is doing the invoice matching can get the paperwork off their desk the invoices that match the associated purchase orders will be approved immediately and go through the AP interface to your accounting system right away and any invoice discrepancies will remain on hold until they're either approved or rejected as far as the approval process itself goes it's just like approving a new requisition in spend map the approver can receive an automatic email notification and then they can approve or reject the invoice discrepancy right from the body of the email message itself or they can log into Spen map on their PC tablets or phones to approve the invoices in which case they'll see the invoice discrepancies in their approval utility alongside anything else that they need to approve while we always advocate for pre- purchase requisition approval rather than waiting for the invoice to show up before deciding whether or not you want to spend the money in some cases it's just not practical to create a purchase order for everything that you buy the most common examples are things like rent and utilities spend map handles non-po invoices and very much the same way it handles invoice discrepancies if you think about it a non-po invoice is just like a discrepancy in that the invoice has no matching pre-approved purchase order when you add a new non-po invoice you'll be brought to the screen where you can fill in the invoice header details spend map will default the fields when it can but there will be a bit more data entry for non-po invoices since we don't have an existing order to default the fields from Once you fill in the header details you'll have a chance to fill in the line item details like the account coding prices and taxes and again when you're done non-po invoices can be routed for online approval just like new requisitions and invoice discrepancies once your supplier invoices are approved for payment and spend map they need to get over to your account's payable System since that system will still need to process payment to the suppliers and post the invoice transactions to your general ledger as it does today to avoid having to enter invoices in two separate systems spend Maps accounts payable interface can be used to trans for the approved invoices to your AP system electronically once imported into your AP system the invoices would typically reside in a pending invoice batch just like they would if you key them in there manually at that point you can process the invoices to cut checks to your suppliers post to your general ledger or anything else that your accounting or Erp system does with those invoices today so those are the basics of how you can streamline your invoice approval process with spend map and just as a reminder if you'd like to make faster progress our client services team is always here to help with support training and implementation Consulting Services