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Step-by-step
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Step 1: Aggregate the Invoices
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Any invoices with an Effective Date in the entered range or selected period will appear as shown below. Here you will see the current status of each invoice, the cost, effective date, and additional information.
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Remember
Note that only invoices which have an Effective Date and status Invoice Draft will be eligible for the aggregation process.
Next, you will need to click on Aggregate now... This will produce a single document for each supplier invoice displayed for the configured time period.
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If you need to review a document prior to completing any of these steps, simply click on Select next to the appropriate one in the list. |
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If the settings have not been enabled for invoice auto numbering, you will see the message below next to the Invoice number/date. It is recommended to configure these settings prior to approving invoices.
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Several options are provided for distributing your invoice documents. They may be downloaded and printed, emailed to the supplier, etc. Currently, this invoice is configured to be emailed and printed as noted by the Blue Circles under the appropriate columns.
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The information will immediately be reflected for in the invoice document. In the example below, Style B will be used and only an email is required:
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Distributing Documents
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A pop-up window will appear. Here you may perform many actions for distributing the documents including : email, printing, and exporting the selected invoices. We recommend leaving the Create Excel/PDF print versions option enabled.
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Prepare Download - This option can be used to download and print the invoice. Click on Prepare Download and then Finish in the prompt window. Then click on Download Zip File. An option is provided and automatically enabled for excluding any invoices that do not require printing. To disable this option, tick the checkbox.
Send Emails - This option can be used to send emails to the supplier(s) for each selected invoice. Click on Send Emails and then Finish in the prompt window. Options are provided for excluding any invoices that are not marked for email and any that have already been successfully sent. You can also enter a test email and have the documents sent prior to distributing them to the supplier.
Download XML - This option can be used to export the documents in XML format for use within another application or for other purposes. Just click on Download XML or Configure Export Formats to make changes prior to downloading the file.
Status Changes
Another option resides next to the distribute button and can be used to change the status of the document. Click on Finished... to view these options.
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In case you need to modify the invoices aggregated for the processed period, you will need to undo the aggregation in order to access the individual files.
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RememberAggregated invoices may have ref IDs assigned once their their status changes to approved or approved/payed paid or checked. If you undo the aggregation before these numbers are assigned, you will be able to respect the sequence defined for such elements. Read more on how to define Invoice ref numbers in the settings section, Otherwise, you can always leave reference numbers to be manually editable. If the sequence is is truncated by deletion of an invoice, you will be able to amend the ID, if needed. |
Undoing the aggregation is as simple as:
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change the status of the individual invoces invoices back to "Invoice draft". If the list is not too long, you can do that directly from the same screen.
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Otherwise, you can switch to the 1st tab of the tool, where the Supplier Invoices are shown to apply further filters.
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RememberThe aggregation period is defined by the effective date of the invoices. |
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Once individual invoices are back in status "Invoice draft" you can run the aggregation again.
Troubleshooting
See FAQ article:
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