This help system is intended for invoice managers - users who process invoices received from various sources and who approve those invoices for payment.
Note: This help system describes the standard version of the Invoice Management module. Please note that your company configuration has been customized specifically for your use.
In this help system, the term invoice refers to an itemised bill relating to business travel, such as those from travel suppliers, payment services or travel management companies. The invoice includes the cost of the travel services (air, rail, hotel and car rental) and any service fees. Invoice data is held in data files that are imported into the invoice management system via an automated process.
Invoice managers have the Invoice Manager option enabled in their user profile in the Administration tool. This option permits access to the Invoice icon in the top menu:
Selecting the Invoice icon displays the user interface of the Invoice module.
The invoice management process consists of these phases:
- processing: reconciling, adjusting, checking for disparities, allocating costs
- approval: approving (or disputing) invoices for payment
- export (optional): exporting invoice data to an external accounting system for further analysis or payment
The processing, approval and export phases are all capable of being automated, but also allow for some manual intervention.
If you have the Extraction module enabled (indicated by the icon in the top menu bar), you can create a report listing details of imported invoices relating to a specified date range. For more information, see the Data Extraction User Guide.
If you also have the Interface module enabled (indicated by the icon in the top menu bar), you can monitor the success or otherwise of the invoice import operation. You can also create a report showing details of any import errors.
Contact your system administrator or Customer Support for information on enabling these modules.