Invoice

User Interface Design Workshop

User Interface

The User Interface workshop focuses on:

• Identifying the Invoice header screen fields
• Determining Special Handling requirements
• Defining the line item types and categories appropriate for your company
• Identifying the key data elements you would like to capture (e.g. Description, Line Item Timekeeper, etc.)

Things to keep in mind as we review the Invoice User Interface

• Most of the labels can be renamed to best reflect the needs of your organization
• Some of the boxes can be hidden, most can be required either from the start, or can be required and added during the approval routing process

​

Invoice Header

Out-of-the-Box:

• Vendor Name & Vendor Address
• If company or currency is needed, consider including it in the vendor name for ease of use
• Vendor address defaults if there is one; the user must select an address if there is more than one
• Invoice Number, Invoice Date & Invoice Amount
• Optional Check Memo field
• Requester is a dropdown from your Person Feed
• The requester is generally different from the creator
• Emburse Enterprise tracks both people, and can use them in approval or compliance rules
• Description

3

Invoice Header Definitions

Vendor Name

• Fully searchable field, user could use Vendor Name or Vendor Number in the search
• If Company or Currency is needed, consider including it in a Vendor Name for ease of use

Vendor Address

• Defaults if only one address exists for a vendor
• The user must select an address if more than one exists

Invoice Amount

• Invoice Amount currency defaults from the Vendor Address selected

Invoice Number and Invoice Date

• Invoice Number and Invoice Date provided by Vendor on the actual Vendor Invoice

Check Memo

• Optional field that will appear in the printed check

Requester

• A drop-down list displaying all the people in your organization
• Is the ‘Invoice Owner’ or ‘Responsible Person’
• Generally different from the Creator
• We track both, Requester and Creator, and could use them in Approval Routing and Compliance rules

4

New Vendor

• If a vendor does not currently exist, the requester can select “Create Temporary Vendor”
• Once the user has entered the New Vendor information, the user can continue to enter in all required invoice information and submit like any other invoice.
• Once submitted, the invoice is flagged with a new (or temporary) vendor. Before the invoice can be fully approved, the invoice will be routed to the appropriate person in the AP department that is responsible for opening new vendors in the main accounting system. For audit control purposes, it is best practice to have a very limited number of AP staff that have access to enter new vendors.
• The first stop in the approval routing process on invoices with new vendors is to the role called: APNewVendor. Upon notice of a Emburse Enterprise invoice with a temporary vendor, the AP person will enter the new vendor information within the main accounting system. Generally, the Invoice Vendor data feed is set to run every hour, so the new vendor record will be sent back into Emburse Enterprise within the hour. At this point, the report can sit in the APNewVendor person’s approval queue until the new vendor is available for selection to replace the temporary vendor.
• Many firms prefer to have the APNewVendor person approve the invoice as soon as the new vendor is created in the main system and send it off to complete the approval process, ending with the person assigned to the role called “APReview”. At this point, the APReview person would need to change the vendor from the temporary vendor to the actual new vendor.

​

5

New Vendor Address

• If an address is not associated with the selected Vendor, “Create Temporary Address” should be selected.
• The user will only need to select the New Address button – they will not be required to enter the new address. It is up to the company as to whether a W-9 is required for a new address and if it is, this can be conveyed in a message upon selection of the Create Temporary Address link.
• Similar to the new vendor process, any invoice flagged with a New Address will be routed initially to the role called APNewVendor.

​

6

Special Handling

This allows for special handling requirements to be identified and reported on to assist Accounting. Generally, most invoices would not require it.

• Check Request
• Identify Send To or Pick Up By with list from person feed
• Rush
• Rush Invoices are indicated in the approval screens with a paper airplane icon for visibility
• Rush Invoices are noted as such in red on the approval emails
• Rush Invoices can be exported separately
• For example, Rush invoices may be exported twice each day, but normal payable invoices may be scheduled to export overnight
• Park
• Parked is a special status that can be set to prevent invoices from being exported
• You may want to use Park to indicate an invoice has been received, but is not ready for payment, such as a dispute with a vendor. Entering an invoice as Parked will allow Emburse Enterprise’s duplicate checking to ensure that the invoice is not paid until the proper time

​

7

Special Handling – cont’d

• Hold, Pay Via Wire, Overnight Check & Separate Check
• These boxes can be used, renamed or hidden
• Special Handling Instructions – additional information to Accounting

​

8

Invoice Tax

​

​

​

If your company requires invoices include tax codes and amount, we can enable a tax panel within the invoice module. This can be enabled for all users, or it can be limited to a specific group of users based on the assignment of a role in their relationship attributes.

​

OCR Vision will attempt to pull the tax amounts based on certain keywords used on the invoice PDF.

​

​

​

​

​

​

9

Invoice Tax

Invoice tax codes and percentage rates must be added to Admin Settings > Rates and Locations > Invoice Tax Codes. The Effective Rate is based on the Invoice Date. It is also possible to set up a tax code with a Parent ID for times when a portion of the tax is recoverable vs. non-recoverable.

10

Invoice Tax

​

If a single tax code is identified on the invoice header, it will carry onto the invoice line items and automatically calculate the amount based on the tax percentage.

​

​

If multiple tax codes are present on an invoice, they should all be added with corresponding amounts on the invoice header, and then the user can select the correct tax code for each line item as they are allocating the invoice.

​

​

11

Invoice Line Item Details

• Start with Emburse Enterprise’s best practice model and tweak as needed.
• Remember your primary audience will be selecting Allocations / Cost Codes / GLs to determine the accounting and not to recreate your expense system with many tiles

​

12

Forms

A unique set of data elements (fields) presented to the employee when an line item type is added – each is customizable

​

13

Thank you!