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Viewing a List of Invoices for Processing

Technical Team update
  • Updated
Viewing a List of Invoices for Processing

When you select the (Invoice) icon in the top menu bar, the first screen you see in the Invoice module is the list of invoices that have been automatically imported and which are at the "pending processing" stage. These are invoices that have been imported from a digital statement and which have not yet been reconciled, not had costs allocated, or which are ready for approval:

InvoicesPendingProcessing annotated
Item Description

Number 1

Search field - search for invoices by all or part of Reference or Order Reference. Applies to both pending and processed invoices.

Number 2

Filtering by stage reached in processing phase:

  • Pending: not yet processed

  • Processed: sent for accounting

Number 3

Filtering by status. For pending invoices the options are:

  • All

  • To be adjusted: invoices requiring adjustment before reconciliation

  • Must be completed: Invoices for which cost allocation must be completed before approval can be given

  • Can be completed: Invoices for which cost allocation can be completed before approval

  • Reconciled: invoices that have been matched with traveller trips

  • Adjusted: invoices that have been adjusted and are awaiting approval

For processed invoices the options are:

  • All

  • Approved: invoices that have been approved

  • Disputed: invoices that have been marked as disputed and are awaiting resolution

  • Reconciled: invoices that have been matched with traveller trips

  • Adjusted: invoices that have been adjusted and are awaiting approval

Number 4

Filtering by tolerance or price variance.

If a tolerance value has been set in the fare usage rules in the Administration tool, the options are:

  • All

  • Out of tolerance: invoices that exceed the authorised tolerance

  • In tolerance: invoices that are within the defined tolerance

  • No variance: invoices where the amount invoiced matches the amount of the original booking

If no tolerance value has been defined, the options are:

  • All

  • With variance: invoices where the amount invoiced (Billed column) is different from the amount of the original booking

  • No variance: invoices where the amount invoiced matches the amount of the original booking

Number 5

Options to approve or dispute selected invoices (enabled when an invoice ready for approval is selected).

Number 6

Check boxes to select all, some or a single invoice for approval or disputing.

Number 7

Date when invoice is due for payment.

Number 8

Invoice reference: this can be a number or a text description, to identify the invoice.

Number 9

Company issuing the invoice (e.g. a travel agency).

Number 10

Order reference: unique identifier of the trip.

Number 11

Invoice amount.

Number 12

If the amount invoiced is different from the amount of the original reservation, this column shows the difference.

Number 13

See Invoice Status.

See Also

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