INVOICE APPROVAL > Invoice approval > Invoice Work Area
In your Invoice Work Area, you can approve Purchase Order related invoices from your suppliers, by completing a two-way match (i.e. PO > invoice) or a three-way match (i.e. PO > packing slip > invoice). You can also enter non-PO invoices here.
For more details on the different types of invoices, see Types of Invoices and Workflow.
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Based on the settings in Invoice Options, when invoices are processed they will either be routed for additional approval or immediately posted throughout the system (e.g. to update the status of the applicable PO, update budgets, cost center history, etc.), and invoices can then optionally be exported to your Accounting or ERP System for payment processing (i.e. pay the supplier, post to the G/L, etc.).
The Invoice Work Area is typically used to enter a number of invoices. If you only need to enter one or a few invoices, you can also use Quick Invoice Processing.
For general information on the use of Work Areas in SpendMap, see Document Work Areas.
Invoice Work Area Summary Screen
This screen lists one line for each pending invoice, including invoices that you just entered and have not yet processed, as well as invoices that you previously processed but that needed additional approvals.
You can add, modify or delete invoices using the various buttons at the bottom of the screen.
Point to the symbols in the Status Column with your mouse to see a description. Only invoices with a status of 
, 
or 
can be processed. See Status Column, below, for more details.
When invoices need additional approvals
Status Column
Buttons
Invoice Header and Line Item Summary
While there are additional features and options as outlined below, this screen is primarily used to approve invoices by completing a two-way match (i.e. PO > invoice) or a three-way match (i.e. PO > packing slip > invoice).
Most of the fields will default from the selected Purchase Order(s), but can be modified here if needed.
Invoice Header
At the top of the screen you will see the invoice header fields. These fields will be the same for the entire invoice (i.e. all lines). The fields at the top-right of the screen (supplier, terms of payment, etc.) can either default from the first PO that you select for the invoice or you can fill them in manually if you prefer.
Invoice Balance Feature (entering invoice grand total amount and taxes)
Line Item Summary
The bottom of the screen is a work area that you can [LOAD] with line items from one or more Purchase Orders, along with any open receipts (packing slips) and releases, if any exist for the PO.
Once you load the PO line items, click the box (
) in the "?" Column to complete the three-way match (i.e. approve the payment), or use the [INCLUDE ALL] button to match/approve all line items in the list.
Spend Control
Items that show in the "?" Column have been matched to the invoice, and will be included in the Invoice Total amounts at the top of the screen.
As you match items to the invoice, the associated PO and receipt line items will be consumed (“reserved”) for the invoice. This important control mechanism ensures that you never pay for the same thing twice. This is the equivalent of stapling a paper Invoice to a paper Purchase Order and Packing Slip in a manual environment; if your supplier double-bills you, there will no longer be an open PO or receipt to match the second invoice to. Similarly, if you never ordered or received the items in the first place, there will be no PO or receipt.
What if the item hasn’t been received yet?
Completing the Invoice
As you match line items to the invoice, the dollar values at the top of the screen will increment automatically. If the values don’t match the supplier’s invoice when you’re done matching items, you can make changes to the line items until you’re ready to process the invoice.
Click [OK] when you’re done to save the invoice and return to the Invoice Work Area Summary Screen, where you will see the approved invoice.
Invoice Header Fields
"S" (status) Column (status of line items)
Buttons
Invoice Line Item Details Screen
This screen is used to review or modify the details of invoice line items, both for PO-related invoices as well as non-PO invoices. For non-PO invoices, some of the features/prompts described here don’t apply.
When matching invoices to Purchase Orders and receipts, to reduce data entry most of the fields will default from the associated PO and receipt but can be changed for each invoice if needed. Any fields that you change will carry forward to other areas of the system when the invoice is processed (e.g. A/P interface, reporting, invoice discrepancy approval, etc.) but will NOT change on the applicable PO. To make a change to the PO, use Change Orders.
The fields can be different for each line item on the invoice.
TIP: You can view previous invoice transactions for a line item by clicking [VIEW PO] and then [VIEW INVOICES].
