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 note that the Verify submenu is an optional setting that may not be enabled in every Spend Cloud environment. If your organization wishes to use the Verify submenu, please contact the support department.
All invoices must be processed here before they appear in the Export menu. This menu provides the advantage of an additional verification step. However, the downside is that it involves extra work.
Placing an Invoice on Hold
If you want to exclude an invoice from export, perhaps because there are still pending questions, you can do so using the verification status when clicking on an invoice in the Verify menu. In the yellow bar at the top, you can indicate whether the invoice has been verified or should be placed on hold. When placing an invoice on hold, a comment is required. You can later find this comment in the overview. In the overview, invoices placed on hold are easily recognizable by the clock icon at the beginning of the row.
The comment associated with the verification status takes precedence over any comments in the invoice header.
Placing an invoice on hold doesn't send it to anyone; it simply changes its status. This helps you keep track of invoices that require further action.
Processing Verifications
Depending on your settings, the verification overview may not display all approved invoices. For example, it might only show approved invoices that have been sent for external encoding or those that have been automatically approved.
It's also possible that not all invoices in this overview need to be individually verified. In such cases, you can select multiple invoices at once and use the 'Process Verification' button to send them directly to the 'Export' section without individual verifications.
When you make changes to an invoice, it must be resubmitted for assessment through the authorization scheme. By clicking the 'Submit' button, you resend the invoice to an employee.
While verifying an invoice, you can also process additional data if needed. Clicking the 'Verify' button sends the invoice directly to the 'Export' section.
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