Many large organisations have processes setup in their accounts payables systems to review invoices and approve them for payment. Often the rules are quite complex and can rely on certain information being present on the invoice for the process to run effectively. Introducing eInvoicing can appear to throw a spanner in the works here, but with MessageXchange, it can make it even easier in automating the presence and validity of the data.
Have a look at these tips to help you get the invoice you need the first time around.
1. Ensure a purchase order number is present
If your invoice matching requires a purchase order number to be present, MessageXchange can check that it’s there before sending the invoice onto your software. If it’s not, MessageXchange can automatically reject the invoice and send feedback to the supplier with information as to why it was rejected.
Another alternative is to still receive the eInvoice in your software but send a notification to the supplier to ask them to include the order number on their future eInvoices.
2. Ensure the purchase order number is correct
This can be done in a couple of ways – you can check that the order number has the same format of those you issue, like always 10 digits, or starting with certain numbers, or you can even share (automatically, of course) a list of your order numbers from your software, and MessageXchange will check that it matches, before sending the invoice onto you.
We can even go one step further and check that the purchase order number and ABN combination are correct.
3. Only receive eInvoices from ABNs you know
Our customers can provide a list of their suppliers’ ABNs. When an eInvoice for the customer comes in, MessageXchange can check the sender ABN against this list. Again, if it matches, we’ll send it onto you. And if not, we can reject it and notify the supplier, or continue to send it onto you while notifying the supplier.
4. Check the BSB and account number
Some invoice approval processes check the BSB and account numbers on the invoice. You can check for correct formatting, or even ensure they match those you have on file. When an eInvoice comes through, MessageXchange can check for these to make sure you get only the eInvoices that you’ll be able to process.
5. Mandate attachments from certain suppliers
If you use an outsourced HR company, for example, and expect timesheets with your invoices, MessageXchange can check that eInvoices from certain ABNs always have an attachment. We can even go one further to specify that the attachment must always be an Excel sheet, for example.
All of these checks, and more, can be implemented in your eInvoicing Gateway. These are just some examples, but the only real limitation is your imagination.
Have a chat to our team today about how to make sure you get the invoices you want the first time around.
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