How do I review Invoices and Credit Notes

As an Admin and Accounting User, you can upload incoming invoices and credit notes directly into the software and review them digitally.

During the review process, all relevant document data is first captured, and the service period is defined. The software then displays all order items generated during that period, for the specific location, and the corresponding service provider, for review. These order items can be marked as reviewed with a single click. Any clarifications or complaints with the respective service providers can also be documented directly on the invoice or credit note.

This guide explains how to digitally review invoices or credit notes using the Resourcify software.

Step 1: Complete Document Data

1. Navigate to Billing > Invoice Overview to access a list of all invoices and credit notes stored in the software.
2. Click on the Incoming Invoices tab. This view displays all newly uploaded invoice and credit note documents that have not yet been completed.
   Note: Documents only appear in the invoice overview after they have been completed.
3. Select the invoice or credit note you want to complete and click Complete. You will be redirected to the Document Data tab in the invoice review module.
4. The software uses OCR technology to read the PDF document, automatically extracting the document data. If any fields are incorrect or missing, you can manually correct or complete them.
   Note: Click the magic wand icon to apply the OCR-extracted values to the fields if they were not automatically populated by the software.
5. Once all document data is correctly entered, click Next to proceed to the Items tab.

You can now review the individual billing items. The next section explains how to do this.

Step 2: Review Billing Items

1. In the Items tab, the Open Items section displays filtered order items based on the document data extracted in the previous step.
2. Assign the displayed open items to the invoice. For each item you want to assign, check the box in the corresponding row. The item will then move to the Assigned Items section.
   Note: To keep track of long invoices, you can mark assigned items in the PDF document with a green checkmark by clicking on the position in the PDF after selecting the checkbox.
3. After assigning all items, you can scroll through the list of assigned items to review them again.
   Note: The green progress bar at the bottom of the window shows the percentage of the total invoice amount that has been assigned. The bar must be fully green to complete the invoice review.

Step 3: Complete Review or add Clarifications

After reviewing the document, you have two options:

Option 1: Complete the Review

If all items are correct and there are no discrepancies between the software-generated items and those on the invoice (or credit note), finalize the review by clicking Complete.
In the invoice overview, the status of the invoice (or credit note) will change from "New" to "Reviewed."
You have successfully completed the review of the document.

Option 2: Set the Invoice for Clarification

If you find errors or discrepancies during the review (e.g., incorrect prices, unperformed tasks), add a clarification to the invoice. To do this:

1. Select the Clarification tab.
2. Choose the reason for the clarification from the dropdown menu in the form.
3. Describe the issue in more detail in the text field.
4. Click Save.
   Optional: Add a comment to the clarification by clicking Add Comment.
   You have successfully added a clarification to an invoice (or credit note).