Here's how to easily and quickly assign an invoice to an expense from the Approver role on Rindegastos’ web platform.
WHAT IS INVOICE ASSIGNMENT?
Invoice assignment allows the Submitter or Approver to link an electronic invoice to an expense that doesn't yet have an official receipt. This feature enables Submitters or Approvers to include the invoice in PDF and XML formats, for expenses where the Submitter didn’t have access to these documents at the time of purchase.
On Rindegastos, there is a module called “Tax Documents” that the account administrator can activate and configure to enable invoice assignment.
Important: This feature is currently available for Rindegastos Colombia 🇨🇴.
HOW TO ASSIGN AN INVOICE WHEN CREATING AN EXPENSE FROM MY APPROVER PROFILE?
To assign an invoice to an expense, follow these simple steps:
From the "Approver" menu, select "Reports."
In the "To Review" tab, choose the Report containing the expenses you want to assign the invoice to.
Once in the Report, click on the expense you want to assign the invoice to.
Click the green "Assign Invoice" button.
From the list, select the invoice you want to assign. If you can’t find the invoice, it might not yet be available in your company’s system. You can try again later or contact your Administrator.
Finally, click "Assign Invoice".
That’s it! The expense will be saved with the information extracted from the assigned invoice's XML file. You can edit it if necessary. If any error notes appear, you can review and edit the expense. You can then continue reviewing the Report as an Approver.
✏️ Note: In the list of invoices to assign, you'll find invoices with a similarity of +5% to the expense amount.
✏️ Note: When you assign an invoice, Rindegastos will complete the expense data with the information available in the XML file and also attach the PDF invoice.