SpendMap User Guide (v14.8)

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Navigation: Invoice Approval > Invoices > Process Imported Invoices

Process Imported Invoices

INVOICE APPROVAL > Invoices > Process imported invoices > Quick / Batch option

You can import invoice transactions into SpendMap to reduce data entry.

When invoice transactions are imported, they will reside in the Invoice Staging Batch until they are matched to Purchase Orders and receipts and either processed with this utility (if you selected the Quick Option) or moved to your Invoice Work Area (if you selected the Batch Option).

Why not process invoices immediately when they are imported?

Related settings and utilities

Process Imported Invoices Screen

This screen lists the invoices that have been imported.

Lines that show “ _folder-open ” (open) in the Status Column are pending and have yet to be matched to and processed. Lines that show “ _check ” (complete) have already been matched/processed.

Status Column

Buttons

Status	Description
	•Line is pending (not yet matched and processed).
	•Line is complete (has already been matched/processed) and will be removed during the next import or with “Remove Processed and Deleted Invoices From Batch”.
	•Line was deleted and will be removed during next import or with “Remove Processed and Deleted Invoices From Batch”.
	•Match was done manually using [MANUALLY SELECT PO] button.

Button	Description
[EXIT]	•Exit to Main Menu.
[PROCESS]	•Match the selected line to a PO and receipt. Alternatively, double-click on the line. •You will be prompted to select a PO and receipt to match the invoice to. To make it as easy as possible to make a match, SpendMap will narrow down the list of available POs and receipts to select from based on the imported invoice information. That is, there may be more POs and receipts in SpendMap than are displayed here. •If there is only one matching PO in the system, you will be brought right to the Invoice Details Screen and the screen will pre-populate with the data from the imported invoice transaction. Assuming the screen is completed to your satisfaction, just click [OK] to process the invoice. •If the applicable setting is enabled in Invoice Options, instead of being brought right to the Invoice Details Screen, you will see a list of line items on the applicable PO where you can select a line item to match the invoice to.
[DETAILS]	•View the details the selected line (i.e. the imported invoice data).
[DELETE]	•Delete/remove the selected line. Deleted transactions will be removed during the next import or with “Remove Processed and Deleted Invoices from Batch”.
[ENTER NEW RECEIPT]	•Used to enter receipts (packing slips) for all or part of an open Purchase Order, one line at a time. For details, see Receive Individual Lines on a PO.
[MANUALLY SELECT PO]	•Used to manually select a PO to match the invoice to. This can be used when SpendMap can’t find a PO to match to using the imported invoice data. •The imported invoice transaction will be marked with “”once the invoice is processed. •TIP: The more data/fields you import, the more likely the system will be to find a matching PO for you automatically.