Processing and posting an invoice

This help sheet is for accountants who use Cleemy Invoices.
It aims to explain the different steps in processing an invoice up until it is posted.

Contents

• Processing an invoice
  • Processing an invoice with a purchase request
  • Processing an invoice without a purchase request
• Duplicate invoices
• Posting an invoice
• Rejecting an invoice

Processing an invoice

When an invoice is received, Cleemy Invoices requires you to check and verify certain information, which is separated into 2 sections:

• Section 1: Invoice prerequisites
  Lists the information about the type of document, the supplier, and the purchasing manager.

• Section 2: Invoice details
  Lists the general information for the invoice, the amounts and the breakdown by type and cost center.

Section 1: Invoice prerequisites

In this section, please check the information about the document type, the supplier and the purchasing manager.

• The document type is automatically identified by OCR (Optical Character Recognition) when the file is imported. You can edit this at any time if necessary.

• The supplieris also identified by OCR.

  • If the supplier is listed in Cleemy Invoices, they are identified automatically.

  • If the supplier is identified automatically but doesn't exist in the database, you can create an entry for them by clicking on the "Create a new supplier" button.

• The purchasing manager: you can manually enter the buyer responsible for this invoice from the list of employees in your company.

An invoice can be processed in two different ways:

Processing an invoice with a purchase request

If you use expenditure commitment requests, you can associate an invoice with a purchase request to ensure that the invoice amount matches the amount committed.

Cleemy Invoices searches for the most appropriate purchase to associate the invoice with: the closest purchase is automatically suggested. If the suggested purchase corresponds to the invoice, you can match it.

When an invoice is associated with a purchase request, all items cited in the invoice prerequisites section will be pre-filled automatically.

• If no purchase is suggested or if the suggested purchase doesn't match the invoice, you can access the list of purchases in progress by rejecting the association and clicking on "Search".
• If no purchase has been entered in advance, you can create a purchase with the "Create a purchase" button. The invoice will be automatically associated with this purchase and some parts will be pre-filled from information in the invoice.

Processing an invoice without a purchase request

If you are not using the purchase request module, you can simply process the invoice without associating it with an existing purchase. To do this, you must enter the information cited in the invoice prerequisites section manually.

Throughout this help sheet, we will explain the differences to take into account in the two possible processing scenarios.

Invoice details

In this section, you can check all of the information in the invoice that has been read automatically. If you want to check the information or edit it, click on the "Edit" button.

General information in the invoice:

In this panel, you can check the document number, the date and information about the establishment, document type and cost center.

You can also add an accounting tracking description, which lets you view the information entered in this field directly in accounting,if your export is set up to use this data.

Amounts and currencies:

When the invoice is received, OCR identifies: the currency, total excl. VAT, VAT rates and amounts. You can edit this information at any time if necessary.

Please note: if you delete all VAT rates, then the total excl. VAT will be considered as not subject to VAT.

Analytical attributions:

In this section, you can find the analytical axes configured in Cleemy Invoices. 

• If the invoice to be processed is associated with an existing purchase, the analytical axes are retrieved from the associated purchase and can be updated.
• If the invoice is processed without an associated purchase, you can enter the analytical axes directly in the dedicated fields.

For more details on adding and transmitting invoices, see this article.

Breakdown of the invoice:

A default breakdown is proposed based on the document type and cost center identified. When processing an invoice, this module can be accessed via the "Edit" button. It lets you break an invoice down into several lines.

You can define the type and analytical breakdown for each line. To find out more about the breakdown, see this article.

Payment information:

For each invoice, you can define the payment method expected by each supplier. This information will be identified and pre-filled by OCR. Cleemy Invoices supports the following payment methods:

• Bank transfer
• Direct debit
• Check
• Physical card
• Single-use card (if Cleemy Payment is used).

Duplicate invoices

Cleemy Invoices will warn you when an invoice is duplicated

When the invoice is imported, an automatic warning will tell you if there are any duplicates. This will guarantee that no invoice is paid twice and optimize the processing of these anomalies. 

The duplicate detection system is based on:

1. Firstly, the imported file, i.e., the document itself, its format.
2. Secondly, Cleemy Invoices uses the data from the imported document: invoice number, invoice date, the amount, and information about the supplier.

Posting an invoice

Once the checking procedures have been completed, you can post the invoice by clicking on the "Post" button. This button will not be clickable if any fields are missing or errors are identified. 

All posted invoices can be found in the "All invoices" module.

Rejecting an invoice

You can reject an invoice at any time if it is incomplete or contains errors.

To do this, click on the "trash can" icon at the top of the invoice processing screen, then give a reason for rejecting it.