Invoice Summary (Contractor Invoice Routing)
Updated over 3 months ago Table of contentsInvoice Routing Process
1. See Blow Image for Invoice Routing Process:
Navigating to the Invoice Summary Menu
2. From the Homepage, Select the finance menu and click "Invoice Summary"
Invoice Summary Menu: Explained
3. Invoices Status are as follows:
· Ready to Match - Load Invoice to SiteBook and Match to a Cost Centre / Order.
· Ready For Review - Invoice Requires Review
· Work incomplete - Hold Invoice, Work on Site is not completed
· Over-Limit - Invoice amount is greater than the Budget or Orders raised.
· Approved - Invoice is Ready to Pay in your Accounting Software
· Processed - Invoice has sent to your Accounting Software to be Paid
· Paid - Invoice has been Paid in your Accounting Software
· Declined - Do not Pay / Declined Invoice
Loading an Invoice into SiteBook
4. In the Invoice Summary, Select "Ready to Match" to begin loading an Invoice into SiteBook.
5. Drag and Drop a Invoice File into the "Drag Invoice file here to Upload" or click the "Submit Invoice" Button.
6. And invoice can be added to an existing Order from the "By Order #" tab or Manually if the Order Number is unknown.
7. Add the Contractor / Supplier and Project details in the fields provided.
8. Add the Invoice Details in the new Fields provided and upload your Invoice file if you havent already and click "Save"
If you match the Order # at this step the invoice will automatically progress in the automated invoice routing system.
Matching an Invoice to an Order
9. In the "Ready to Match" menu select the invoice you want to match to an Order.
10. A Sub Menu will open with the Orders associated with the Contractor and Project. Select the Order/s you want to Match.
11. Click "Ok" to complete the matching Process. The invoice will now progress through the Automated Routing System.
Navigating to the Ready for Review Menu
12. From the Invoice Summary menu select "Ready for Review"
Creating a Variation / ETS Order for an Invoice
13. In the Ready For Review Menu, you can create a Variation / ETS Order for an invoice by selecting the Green "Plus" Button next to your invoice.
Change the Invoice Status (Ready for Review)
14. Click the checkbox next to an Invoice.
15. Click the "Checked Actions" Menu
16. Select "Work Incomplete" for a Supervisor to verify the Delivery / labour has been completed
17. Select "Over-Limit" if the Invoice amount is greater than the Order or Budget and you do not want to raise an ETS for the amount difference / Shortfall.
18. Select "Approved" to skip the Routing process and prepare the Invoice for payment in your accounting software.
19. Select "Processed" to skip the Routing process and mark the Invoice as sent to your accounting software.
20. Click "Summary"
21. Click "1"
Approved Invoices (Push to Xero / Accounting Software)
22. From the Invoice Summary, select "Approved"
23. Click "Push to Xero" to send the Invoice data and files to Xero.
24. Using the Checkboxes select the Invoices
25. Make sure the "Push File to Xero" in turned on to transfer the invoice files.
26. If you are not using Xero, you can export the Invoice data to Excel using the Excel Icon in the top right hand corner. This file can then be imported into your accounting software.
Did this answer your question?😞😐😃