Manually Validate a Non-Order Invoice
see IRIS Financials V7 instructions
When a Non-order invoice is uploaded to IRIS Invoice Matcher it may require manual verification before it is processed into PS Accounting.
This typically occurs if the supplier invoice format is not recognised, there is a discrepancy with the invoice, or the invoice has been manually uploaded to IRIS Invoice Matcher.
IRIS Invoice Matcher learns the format of new supplier invoices. A new style of supplier invoice typically needs to be processed 3 or 4 times for IRIS Invoice Matcher to learn the format.
If IRIS Invoice Matcher is unable to validate the invoice, an email is sent to the applicable finance user requesting that they review the invoice.
The email contains the Track ID number, which can be referenced in IRIS Invoice Matcher.
All sections must be verified before the invoice can be processed through to PS Accounting.
Manually validating a Non-Order Invoice consists of the following:
Accessing the Document View Page
Document View Page Controls
Verifying Buyer and Supplier Section
Verifying General Section
Verifying Amount Section
Verifying Account Section
Verifying Line Items
Accessing the Document View Page
- Select Verify from DOCUMENTS in the left-hand menu, then select the invoice you want to verify.
- Click Start to display the Document View page.
The Document View page displays the invoice and the data mapping fields. Any fields highlighted in amber need to be verified. - If the data in the field is correct, click into the field, then press the Tab key. If the data is incorrect, click on the field label hyperlink to select the correct entry.
Document View Page Controls
The Document View page contains a number of controls. This sections briefly outlines each of these with links to further information where applicable.
Return to main menu - Returns to the IRIS Invoice Matcher Home page. You lose any unsaved changes without warning.
Skip Document - Skips the current invoice and opens the next invoice for verification.
Save Document - Saves the changes to the current invoice. This does not progress the invoice.
Hold Document - Puts the invoice on hold. When the Hold button is clicked, a prompt displays asking for the reason the invoice is on hold. You cannot edit an invoice that is on hold. For more information, please see Add or Remove an Invoice from Hold.
Unhold Document - Releases the invoice from hold so that it can be edited and progressed. For more information, please see Add or Remove an Invoice from Hold.
Request Information - Request more information from someone regarding this invoice. For more information, please see Request Further Information when Verifying an Invoice.
Reject Document - Rejects the current invoice and stops it being progressed further. For more information, please see Rejected Invoices.
Delete Document - Deletes the current invoice. You need to give a reason for deleting the invoice. This is useful if an unwanted image has been uploaded with an invoice.
Print Document - Opens the current document in a new window so you can print it.
Invoice - Displays invoice information fields. These must all be verified before the invoice can be processed.
Information - Displays information about the document, such as status and the filename.
Attachments - Allows you to add attachments to the invoice.
Comment - Allows you to add a comment to the invoice. This can be useful if you want to mark an invoice as urgent or note other issues.
History - View the history of the invoice.
Verifying Buyer and Supplier Section
- Click on a field name to display the applicable search window.
For example, clicking on Supplier name displays the Search suppliers window.
- Select the applicable supplier from the list, then click OK. Verifying the Supplier name also verifies the Supplier number.
Verifying General Section
The General section contains information which links the invoice to your IRIS Financials system.
Debit/Credit - Select Invoice for purchase invoices. Please do not select Credit, as credit notes are not supported.
InvoiceNumber - The invoice number for the document. This should be the same as it appears on the supplier invoice. This transfers to Description in PS Accounting/IRIS Financials.
InvoiceDate - The date of the invoice. This must match the date on the actual invoice.
Verifying Amount Section
The Amount section contains the financial values of the invoice.
NetValue - Value of all items on the invoice excluding VAT.
VATValue - Total amount of VAT payable on the invoice.
GrossValue - Total value of all items on the invoice including VAT.
Currency - Currency of the invoice. This drop-down list is populated via Masters > Currencies in PS Accounting.
VATRate - Percentage rate of VAT on the invoice.
Verifying Account Section
The Account section on IRIS Invoice Matcher contains the VAT registration number for the supplier.
Verifying Line Items
The Line items section on IRIS Invoice Matcher contains the details of the individual items of the order. Check that the quantity and value match the quantity and value displayed on the invoice.
