In transit
In the Invoice Processing / In Progress menu, you will find all the invoices that are in circulation within Spend Cloud. The purpose of the In Progress section is to provide visibility into the expected costs over a specific period. These costs can be included in the monthly reports. The invoice lines are recorded as temporary expenses in a journal entry and posted to an interim account to ensure that they are balanced again.
The In Progress menu item is an optional setting that may not be enabled in every Spend Cloud environment. If your organization wishes to use the In Progress menu, please contact our support department for assistance.
How does In Progress work?
The invoices in this menu have not been exported yet but represent expected costs. The overview is based on the invoice line level. You have the option to make a selection of invoice lines up to a specific period and export them to a file or via a webservice. This file can be exported in CSV or XML format, depending on your financial software, and can be imported manually or automatically into the financial package. The exported overviews can be found under the 'Export Files' button. Spend Cloud generates a contra-booking file immediately at the time of export. You can download this document by clicking 'Download contra-booking file' on the right side of a line. The export file and contra-booking file can then be uploaded to the financial package for further processing.
In Progress displays only the invoices with the following status:
- To be sent (for review)
- In progress with an employee (for review, not for external coding)
- Rejected, awaiting administrative review
- On hold (for review and rejected)
- Approved, ready for export (separate exports: in progress/approved
How do you use it?
During the month-end closing process, you perform the following steps for exporting invoices in Spend Cloud:
- First, you export all the approved invoices (normal export).
- Then, during the month-end closing, you proceed to export all the invoice lines that are still In Progress within Spend Cloud and actually belong to the month you want to close in the accounting system (In Progress export). For example, if it is April, and you want to close March, you would enter "period until month 04-20xx" in the field, and all invoices up to and including March will be included in the In Progress export.
- Next, you close the month in the accounting system.
- After that, you import the contra-booking file (automatically done through a webservice) in the month following the closed month, which reverses all the In Progress bookings.
By following these steps, all the In Progress invoices are properly accounted for, and the month-end closing is completed smoothly.
For the setup, you will need a general ledger journal and an interim account. You can configure this in the administration.
Related Articles
Verify invoices
In the Invoice Processing / Verify menu, you'll find an overview of approved invoices that need to be verified before they can be exported to the financial system. By clicking on the invoice, you can verify it and if needed place it on hold. Please ...Disapproved invoices
In the Invoice Processing / Disapproved menu, you will find all the invoices that have been disapproved during the review process. Modifying and Resubmitting a Disapproved Invoice A disapproved invoice is assigned the status 'Disapproved - New.' By ...Export invoices
Once an invoice has been approved by the assessors, it is ready to be exported in the Export menu section. Within this overview, you can review or edit the invoices one last time before they are processed in the financial system. Exporting invoices ...How can I process invoices automatically?
In Spend Cloud, you can optimize the invoice processing workflow in several ways. By streamlining and automating this process wherever possible, you can expedite invoice processing. One important feature that can assist in this regard is ...Monitor invoice processing progress
To monitor the progress of the invoice processing workflow, Spend Cloud keeps track of the number of invoice lines currently under review by employees. In the 'Progress' menu item, you can access a summary of how many invoice lines are being ...