Resolve Invoice Exceptions: Wrong Entity, Missing Tax and Incomplete Coding

How It Works

For an invoice linked to a PO, the checklist steps are Vendor assigned, Invoice number, Invoice date, Due date, GL coding complete, Purchase order linked and PO reconciliation resolved. A non-PO invoice has the first five steps plus Marked as a non-PO invoice.

Finofo checks each invoice's coding against your configured dimensions and their valid combinations, so coding to the wrong entity or an invalid combination is flagged. Tax is read per line, and tax that does not agree with the lines is flagged before anything posts to your ERP. Exception flags such as Not Received point to matching problems. Finofo flags these issues; a person fixes them.

Clear the Checklist

1. Open the invoice and find the Approvals checklist.

2. Select the first incomplete step. Finofo takes you to the right place.

3. Complete the step, then return to the checklist.

4. Repeat until every step is complete, then click Submit for approval.

Fix Wrong Entity or Invalid Coding

1. Find the line whose coding is flagged.

2. Click Edit coding and choose the correct entity, account or class.

3. Confirm Coding progress shows every required field complete.

Fix Missing or Incorrect Tax

1. Open the popover on each line's Tax cell and compare it with the PDF.

2. Check that Tax Rate is filled in the coding row under every line.

3. Click Edit coding to correct a wrong or missing rate.

Clear Exception Flags

Each flag below shows its meaning, followed by what to do.

• Under Received: Less has been received than billed.
  Post the remaining receipt, or decide the line in reconciliation.
• Over Billed: More has been billed than the PO allows.
  Decide the line in reconciliation.
• Not Received: No receipt has been posted against the PO.
  Ask the receiver to post the goods receipt.
• Subtotal math error: The invoice amounts do not add up to its subtotal.
  Compare the lines with the PDF and correct the invoice.

Ask a Colleague

1. Turn on Show commentable fields.

2. Comment on the field or bill line in question.

3. Type @ and choose a colleague. The mention reaches their My tasks.

Tips

• Work the checklist top to bottom; vendor and coding issues are usually fastest to fix.
• If the vendor left tax off or charged the wrong rate, raise it with them before you submit.
• Ask purchasing before deciding a price variance; it may be an agreed change not yet on the PO.

Frequently Asked Questions

Why is Submit for approval greyed out?

At least one checklist step is incomplete. The checklist shows how many steps are complete and links to each one.

Can I submit an invoice with an open exception?

Not while PO reconciliation is unresolved. Each differing line needs a decision first.

Can I move an invoice to another organization?

No. Finofo has no option to move an invoice between organizations, so make sure vendors send documents to the right workspace address.

Will Finofo catch the same invoice sent to two organizations?

No. Duplicate checks run within one organization.