This topic will cover topics related to PO Invoices:
- What is AutoVouch?
- AutoVouch Exceptions
- Verifying Invoice Data
- AutoVouch Exception Form
- Manually Match Lines & Approve
- Retry AutoVouch
- Rejecting an Invoice
- Return an invoice to AP
What is AutoVouch?
AutoVouch (AV) is the pre-ERP, artificial-intelligence fueled PO matching process that maximizes no-touch processing for any invoices that have a corresponding purchase order. PO invoices are 2 or 3-way matched at the line level once they are imported into DataServ. Once matched, DataServ will forward the data to your company's ERP indicating that the invoice is vouched and ready-to-pay.
Any PO invoices that don’t match successfully during the AutoVouch process will kick out as an exception and will be routed for review according to your company's workflow process.
AutoVouch Exceptions
Any PO invoices that don’t match successfully during the AutoVouch process will kick out as an exception and will be routed for review according to your company's workflow process.
When an invoice is classified as an AutoVouch exception, it will require manual intervention to resolve the discrepancy. All AV exceptions will display an "AutoVouch Failure Reason" that indicates why the invoice did not AutoVouch successfully. The standard AV failure reasons are:
- Not an AutoVouch Candidate
- Invalid PO Number
- Price Discrepancy
- Quantity Discrepancy
- No Receipts
Verifying Invoice Data
For all PO invoices, you will see the "AP Invoice Detail" button at the bottom left of the document viewer screen. This is where you can find the line level data that was captured from the invoice. You should always confirm that this line level data was captured correctly by comparing it to the invoice image.
AutoVouch Exception Form
The AutoVouch (AV) Exception Form is where you will manually match invoice lines to open PO/receipt data to resolve the discrepancy and approve the invoice.
The AutoVouch is Exception form is located by clicking on the workflow button in the upper left corner of the Document Viewer screen.
Manually Match Invoice Lines
This form will display the invoice line(s) captured from the invoice, and is where you will access the open PO/receipt data to manually match the invoice lines.
To access the open PO/receipt data, click the "Show Matching Data" button. This will display the open data associated with this invoice.
If, like in this example, you need to split the invoice line captured into 2 separate lines, you will click the "Add Line" button.
You will then select the open PO/receipt line by selecting the radial button next to the line and clicking "Match Line." You will then update the invoice data (qty and price) to match the first line, and then repeat that process for the second line.
Once all invoice lines are matched, you will click "Approve" and the invoice will automatically move to "Pending Data Transfer" to transfer to your ERP or will automatically move into the next step based on your company's workflow.
Retry AutoVouch
The AutoVouch Exception form is also where you will select the option to "Retry AutoVouch". Depending on the match type of the invoice (2-way or 3-way), you will update the PO or receipt data in your ERP, and then select the "Retry AutoVouch" button. This will send the invoice back through the AutoVouch process the next time it is scheduled to run to automatically match to the updated data.
Rejecting an Invoice
The option to reject an invoice is located by clicking on the workflow button in the upper left of the document viewer screen. This option is send an invoice back to AP that we do not wish to pay/process.
Click on the drop-down arrow on the workflow button to display the available options, and then select "Reject."
In the pop-up box, you will select the "Reject Reason" from the drop-down list. (This is a required field)
After selecting the "Reject Reason", you can add any notes that further explain why the invoice was rejected. Then, select "Confirm" - this will automatically route the invoice directly to the AP team to mark as duplicate/void.
Return an Invoice to AP
When approving an invoice an Approver can send an invoice back to AP Team for update or review.
To Return to AP:
- Click the small drop-down arrow to the right of the Approve button.
- The Approve/Workflow dropdown will be displayed.
3. Select the Return to AP option
4. The ‘Return to AP’ window will be displayed.
5. Select a ‘Return to AP Reason’.
6. Enter in any notes informing AP as to why we are sending the invoice back for review
7. Click Confirm.
The invoice will now be routed back to the AP team for review.
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