This guide will take you through the supplier invoicing module which includes the solutions invoice matching and approval process
Please note this may not be included with some packages so please speak to your Customer Success Manager to discuss enablement and options
The supplier invoicing module allows suppliers to upload both;
i) Single line invoicing, e.g services such as window cleaning, marketing charge. Once raised and sent by the supplier, the invoice will appear in the accountancy module under 'New Purchase' where it can be assigned the relevant class e.g. Consumables, Services and also named. From here it can then follow the standard approval and mark for payment process.
ii) Bulk uploads including line by line item via a template. Any uploaded template invoice can be matched up against an originally raised PO by the supplier either linking it in the gateway and / or entering the corresponding PO within the template
1. Once supplier invoicing is enabled, the accountancy module will show the 3 way matching view highlighted below:
The 'Match Status' quickly highlights any discrepancies between;
1. Original PO (if available - see single line invoice)
2. Stock Received Total (your RSR or theoretical invoice)
3. Supplier Invoice Total
Three star match status highlights all 3 totals match whereas 1 star highlights none of the posted totals match
There are a number of options for processing the supplier invoices which can be found at > Settings > Accounting > Invoices
Many settings can be set to Local (site) or Global level.
'Send if within tolerance' is the setting for auto approval where the solution will automatically mark an invoice for payment if it sits within your set tolerance levels. (If Api integration with accountancy package is set up; system will automatically process through - see XERO Integration or QuickBooks Integration articles)
Generate automatic invoices from closed orders needs to be off (No)
Enables you to set the auto approval tolerance levels for your received invoices. It can be set either as a £ or %
Allows you to confirm what the system will do should the supplier invoice total be greater than the record of stock received (theoretical invoice). Hold and send notification won't progress the invoice on to approved / paid.
Allows you to confirm what the system will do should the supplier invoice total be less than the record of stock received (theoretical invoice). Hold and send notification won't progress the invoice on to approved / paid.
Approve only - will move along the process and mark the invoice as approved. It will still require final step of marked for payment
Approve and send - will complete the invoices journey within Kitchen CUT and mark the invoice as paid. if you have an accounts integration it will automatically post to the relevant purchase ledger
The majority of Gateway features and processes are driven by the supplier side e.g. Price submissions, Orders, Invoices
Please liaise with your supplier and Kitchen CUT success manager if you wish to discuss amending these