In addition to manually creating invoices, Craftable offers Electronic Invoicing. This service allows you to either upload an image or have your vendor send us your invoices through an EDI feed (only available for certain vendors) so they can be automatically created through our Electronic Invoicing system and ready for your review within 48 hours.
** Note - We recommend uploading images of ALL your invoices to the system, even if you have an EDI feed with the vendor. This allows you to still see the picture of the image and compare it to the data the vendor provided. See Managing the Image Vault for more information on uploading invoice images. **
Electronic Invoice Notifications
Once an invoice has been processed by our Electronic Invoicing System you will be notified in a couple of places.
First, you should see this as a banner notification at the top of any page in your account, Needs attention.
Also, you will see a badge notification in the Invoices section of your left hand menu.
This can be further broken down to show invoices that need your attention and invoices that require further action. We will discuss the latter later in the article.
Reviewing your Electronic Invoices
The Vendor Invoice page will show both Electronic and Manually created Invoices that have yet to be approved. You can tell which invoices are Electronic Invoices based off the status tag to the right of the amount field. You can also filter your invoices by status for easier viewing.
The following statuses indicate an Electronic Invoice:
- Processing - This means the invoice is still processing within our Electronic Invoicing system. Invoices should move past the processing phase within 48 hours of when the image was uploaded to Craftable.
- Unmapped Vendor - This means the Vendor listed on the invoice image did not match any current vendors in your Craftable account. You will be given the option to either create a new vendor for this invoice, map this invoice to an existing vendor or ignore the invoice (if you do this all future invoices from this vendor will be ignored as well).
- "Number" Unmapped - This means there is at least one vendor line on this invoice that has yet to be mapped to an item, credit, charge or tax that exists in your Craftable account.
- Mapped - This means all vendor lines have been mapped but done mapping has yet to be selected.
Once you have determined which invoice you want to view, select anywhere in the invoice row to view the invoice. In the example below we have an invoice that was generated electronically.
**Note - For Electronic Invoices generated from uploaded images, hand written notes (changes in pricing, quantity, etc) after the invoice was printed will generally not be recognized.**
You can see that each vendor line will have either a red broken chain () or a green linked chain () beside them.
- Indicates that the item has never been mapped. Once you map this vendor line, all future invoices with this exact vendor line (name and pack size) will automatically be mapped in the future.
- This purchase unit has previously been mapped.
Step 1: Map any Unmapped Lines
Any unmapped lines will need to be mapped before the invoice can be approved. See the article titled Mapping Lines for a thorough deep dive on this process.
Once you are finished mapping your lines, make sure and confirm both the item and pack size are correctly mapped. Once you select "Done Mapping", the mapping cannot be reversed on the invoice.
Step 2: Click Done Mapping
Once all the items have been mapped, click either "Done Mapping" or "Done Mapping and Next" at the bottom right corner of the invoice page. "Done Mapping" will allow you to move forward with your current invoice, where you should review the invoice and approve it once you are ready. "Done Mapping and Next" will take you to the next Electronic Invoice that needs to be reviewed if there are any in the queue.
Step 3: Click Approve Invoice
Once you click "Done Mapping" Your Electronic Invoice will be converted to a Vendor Invoice in Reconciled Status. This is where you should review the data on the invoice and make any changes if necessary.
If you were shorted any items, rejected goods on delivery, or were otherwise invoiced incorrectly, you should use the red pencil icon (known as red-lining) to indicate what you actually received and what you should actually be charged.
Once you are satisfied with your Invoice, select "Approve". If you previously chose to make red-line adjustments you will be given the option to either Short Pay the invoice or to Approve the invoice at the full price and generate a credit memo. Please see Creating Vendor Invoices Manually for more information.
Mapping Pack Size
Keep in mind that you are mapping the Pack Size of the item on the invoice, not just the item itself. The system will remember this mapping, but if the item comes in with a different pack size in the future, it will be unmapped.
Receive Your Placed Order
If you placed the order through the system you should link the Order to the Invoice and change the status of the order to Received. To do this, pull up the order and select "Mark Order Received" in the bottom right corner of the order page to change the status of the order from Placed to Received. This will open a popup where you can enter the relevant invoice number and upload the picture of your invoice for processing. When the electronic invoice is created it will be linked to this order.
You will also notice a button named "Receive Order". This is only used when creating a manual invoice so make sure to use "Mark Order Received" instead when using Electronic Invoicing.
Price Review Flag
If you have mapped an item to a Purchase Unit with a significant price difference, you will see the Price Review flag. This picks up any price difference of 20% or greater, negative or positive, than the mapped PU Price. If the mapping is incorrect click "Back", but if the price swing is correct click the checkbox to indicate the price difference is correct.
You can review the image of the invoice (if it was uploaded) by clicking the paperclip icon at the top right of the invoice. If the paperclip is green there is an image attached, if the paperclip is blue there is no image attached.
If you would like to schedule a 30 minute Electronic Invoice Workshop feel free to select this link