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How to use the Incoming Supplier Invoices function

The Accountability system scans for new supplier invoices every 15 minutes after setting up the Incoming Supplier Invoices. Users review and code each invoice/email received to ensure accurate processing.

Step by Step Guide:

1. Navigate to ACCOUNTING > Payables > Incoming Supplier Invoices

2. This is your ‘in tray’ for supplier invoices. Accountability attempts to scan the invoice supplier invoice PDF and assigns the invoice number—confirm if it is correct and assign or change it if it was not accurately tagged

Tip: If the supplier email matches, the Supplier is auto-assigned. Each page displays 10 invoices—once it is completed and cleared, the next 10 will appear.

3. Click on the Eye icon to see the supplier invoice pdf

4. Select the box next to the eye icon.

5. Select from one of the 3 options on the upper-right section of the screen to proceed.

  • SUBMIT - Select this if the agency requires a manager's approval on Supplier Invoices.
  • POST - Select this if the user has full approval rights for Supplier Invoices.
  • NEW SUPPLIER INVOICE - Select this to create an unapproved Supplier Invoice.