Manually Validate a Purchase Order Invoice
IRIS Financials V7 instructions
When a Purchase Order invoice is uploaded to IRIS Invoice Matcher it goes through a validation process. If IRIS Invoice Matcher is able to successfully match all of the required information on the invoice, it validates, then posts an INV and POIN document in IRIS Purchasing and PS Accounting/IRIS Financials respectively.
If IRIS Invoice Matcher is unable to validate the invoice, manual verification is required before it is processed into PS Accounting/IRIS Financials. 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.
Any invoices that require verification are displayed on the Verify page in IRIS Invoice Matcher.
All sections must be verified before OK can be selected.
When an invoice requires verification, an email is sent to the applicable finance user requesting they verify the invoice.
The email contains a link which takes the user straight to the Verify page, where all documents requiring verification can be viewed.
Manually validating a Purchase Order consists of the following:
Accessing the Document View Page
Document View Page Functions
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. A tick is displayed in the selection box on the invoice line.
- Click Start to display the Document View page.
- The Document View page is displayed, with the invoice and the data mapping fields. Any fields with a warning icon, highlighted in amber need to be verified.
Document View Functions
The Document View page contains a number of functions. 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 are unable to 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.
OrderNumber - Click the title to select from the available list of purchase orders. Select the applicable purchase order, then click OK. The SUPPLIER NUMBER is automatically populated with the supplier account number from the Buyer and Supplier section.
If you cannot see the purchase order in this list, it means it may not have been good receipted or it has already been invoiced. You should check the status of the purchase order in IRIS Purchasing.
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. To verify the item lines, the quantity and value in the line must be less than or equal to the quantity and value in the purchase order and GRN. Check that the quantity and value match the quantity and value displayed on the invoice.
