Processing unknowns (mapping.) June, 2015 The new XR-7

Invoices are presented to users through the invitbox website, so from any computer or tablet-device, at work or at home, users can immediately check, approve and process them. Invitbox presents the original bill and all its extracted data within seconds of it being sent by the supplier. With workflows that can easily be tailored to suit your business requirements, a few clicks of a big green button can have the bill and the data automatically posted into your Abcom Accounts Payable System & Abcom Store Systems eProphet.NET. Whatever you can do with a bill in the paper world, you can do in invitbox, plus a lot more. Add notes. Dispute them. Reject them. Forward them to other persons for their approval. Get multiple approvals if that’s what you want. No more gathering paper up at one location for postage to another. No more scanning. No more filing. No more price checking against agreed price lists. No more overcharging.

When your account is first set up you will have received an asking you to register with invitbox. Log on using the address you registered with invitbox. If you forget your password click on ” Forgot your Password.” You must have accepted the activation request sent to you from invitbox in order to log in

Invitbox presents very much like an program. There are several “tabs” in a horizontal line. In this presentation we will focus on the “Unknowns Tab.” Unknowns are where invoices arrive for the first time. At this point we validate the address and select a suitable map. Once an invoice is mapped and validated future invoices will drop into the “In Tray.” This icon indicates that an invoice has been scanned and cannot be mapped. Manual data entry is required (see presentation on manual entry.)

Select the invoice you would like to process. The invoice will display in the pane below. If the suppliers invoices are already known to invitbox a map may be suggested. Click on the Find Map icon. A pop up will appear “Search for Company Mappings.” We recommend you fill in the ABN number to get a quicker result. If there is a map available one will be listed. Note: Statements do not get mapped, simply stores in the “Filing Cabinet” for statement reconciliation (usually undertaken by your Administrator.)

When you accept the map the mapping reference ID will skip to the right hand side pane. Often several maps will appear. Try the one with the highest #Uses first. In this application only the bottom map applied, Occasionally maps will reject, just try the next one. Ensure you select the Type “Line items” (never Service.) Make sure you only select Credit Note: where applicable. When you click Try Map you will see the data extracted. If the totals additions or GST are incorrect in the invoice it will display a RED ! Note: Statements do not get mapped, simply stored in the “Filing Cabinet” for statement reconciliation (usually undertaken by your Administrator.)

Invitbox learns from your previous instructions. It remembers addresses. It remembers maps used for your suppliers. It checks the mathematics in the invoices for accuracy. If any of the above items is modified in subsequent invoices (previously mapped) it will display them back in the “Unknowns Tab.” The most common reasons for a remaps are invoice re- designs or from a different sender Note: Statements do not get mapped, simply stored in the “Filing Cabinet” for statement reconciliation (usually undertaken by your Administrator.) Your invoice has now been moved to your inbox

If you search for a map using a suppliers ABN and there is no available map a map request will be required. Simply click on the Map for Me Icon. This will send a copy of the invoice to invitbox where a map will be created. This is performed by a real person and can take up to 24 hours. The invoice is then locked until the map is prepared. When a map is ready a “green tick “ will appear next this invoice in your Unknowns Tab. Simply click on the tick and follow the instructions in the text box Note: Statements do not get mapped, simply stored in the “Filing Cabinet” for statement reconciliation (usually undertaken by your Administrator.)

Q: Why does it have to be a PDF invoice? A: PDF invoices store electronic data in the background, invitbox process this “metadata” other formats; spreadsheets or image files do not have this feature. Q: I have mapped this invoice several times, why does it always appear in my “unknowns?” A: Invitbox remembers senders address, if it is different a simple remap adds the new address to the list of approved senders. Q: The invoice in a true PDF (not scanned) but still it will not map. A: Some suppliers use very old invoicing applications, they are PDF’s but they are missing the metadata in the background (good example Coca Cola.) Q: If I scan a paper invoice to PDF and why won’t Invitbox map it? A: Although a PDF it is an image inside a PDF without metadata attached. Q: Can a supplier handwritten invoices to my invitbox account? A: Yes they can, they are not electronic, but, they can be manually entered.

A Good Stock Control Culture Own your inventory system, please take personal ownership. Keep invitbox “inbox & unknowns” empty as much as possible Never clear out Invitbox at pm on stocktake night and then expect everything to be perfect. Print stock take sheets well before month end an identify “redundant” items and call Abcom for removal pre-month end. A 10 minute phone call can once a month make a huge difference when it comes to ease of stock take processing. Ask Abcom to review E.O.M stock valuations to check for errors, takes only 10 minutes. Most importantly “ask for assistance” there are no stupid questions, just “stupid outcome's” that could have been well avoided if you asked for help. Every Month End is an opportunity to learn, so please ask if you require additional training.

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