In the SprintSuite platform, once a purchase order is marked as approved, you can automatically send it to the supplier, requesting them to ship the item (if applicable) and send an invoice for payment.
After marking the goods as received, you can proceed with processing the invoice for payment.
To reconcile your bills and push them to your accounting platform, follow these steps:
- Click on the Pending Bills tab in the Reconciliation section.
Step 2: If you are using Rossum, an AI scanning tool that automatically matches your bills to purchase orders, follow these steps:
- Go into Finalize Bills to review and confirm the matched documents.
- By default, invoices are sent to the Rossum email we have set up for you.
- If you have enabled the toggle in the Details page under Billable Companies, the Rossum email will be replaced with your Accounts email, which will then appear on the Purchase Order PDF. If you dont turn on the toggle the default Rossum email will appear on the PDF instead. Ensure you have a redirect rule in place if you dont want the invoices to go to the Rossum one.
The Rossum tool costs 48¢ per scanned document, but it saves you time by automatically matching the supplier's bills to purchase orders, eliminating the need for manual uploads. This is why we set up a Rossum email—to streamline the process and improve efficiency.
Step 3: Once you're in the Finalise Bills section, you can scroll through to see if your Purchase Order has matched the bill that the supplier emailed through.
You can filter your purchases by using key words, phrases, bill number, description or by billable company, suppliers and PO number to make the search more efficient.
If the PO matches the bill invoice, it will appear in the green, indicating its ready for you to approve. Once approved, the bill will be automatically pushed through to your accounting platform for payment processing.
Under Purchase Order, you can view the PO number, and if you click on it, it will take you back to the original Purchase Order.
You can also see the following details:
- Total PO amount
- PO balance
- Receipted amount
To receipt your PO, this action must be done in the PO itself.
Additionally, you can view:
- Supplier name
- Billable company name
- Description added to the PO
- Option to leave notes against the PO
Under Items, you can view all the invoices and any credit notes associated with this PO.
Let's explore how you can handle bills if you prefer not to use Rossum.
1. Go to the Upload Bill tab.
2.Click on the purchase order number drop list to search the invoice/bill details and lodge against the correct PO.
Add the amount excluding GST, then upload a copy of the invoice and press Submit.
Once you've uploaded the bill, it will automatically take you back to the Finalise Bills tab.
You can then scroll through to check if your Purchase Order (PO) has matched the bill invoice supplied by the purchaser.
If a bill has been uploaded and its amount is higher than the Purchase Order sent, the bill will be highlighted in red.
You can take the following actions on a red-flagged bill:
- Approve with Variation: Approve the bill and acknowledge the difference in amount.
- Approve with Credit Note: Approve the bill and apply a credit note to adjust the amount.
- Reject: Reject the bill if it does not meet the expected terms or amount.
- Destroy: Remove the bill from the system if it is incorrect or no longer needed.
If a bill has been uploaded and is less than the purchase order sent to the supplier the bill will be highlighted in red.
You will have the option of Partially Approve (and wait for a subsequent bill from the supplier to be allocated against the rest of the PO), Reject or Destroy.
If an extra item was supplied you can approve the invoice with a variation.
Fill in the details of the extra item supplied or the additional GST amount that has not been added and press send for approval.
The PO approver with receive a task in their Tasks screen to approve the variation, as show below. This task will prompt them to review approve the changes before the bill can be processed further.
In conclusion, by following these steps, you can efficiently manage and reconcile bills in the system, whether using Rossum for automated matching or uploading bills manually. The platform allows you to review, approve, or make adjustments to bills based on variations or discrepancies. With clear indicators and the ability to track and manage tasks, you can ensure accurate and timely processing of invoices, which will then be sent to your integrated accounting software for payment.