Objective
Upload an invoice you received from a supplier or vendor.
Background
After initiating a Purchase Order, your supplier will likely send you an invoice for the material requested. Upload that Invoice into StructShare for visibility against the Purchase Order.
Things to Consider
Required Permissions
‘System Admin’ or 'Invoices Admin' permission is required to upload Invoices into StructShare
Parsing
StructShare will automatically extract the data from your Invoices and populate those fields into StructShare as long as 'Data Processing is Available' for the selected supplier.
Reach out to you Support or your Customer Success Manager for assistance with supplier set up.
Steps:
From the ‘Home’ Screen of your web app, click on the ‘Invoices’ button on the left-hand side of the screen
Click on the + sign next to 'Invoices' or the upload arrow on the right hand side to ‘Upload Invoice’
Select the invoice document from your files
Select the relevant supplier from the dropdown
Click ‘Finish’
StructShare will take approximately 3 minutes to extract the data form the invoice and match it to an order in the the StructShare system
Once you select the invoice previously uploaded, you will see the below fields populate:
Project
Supplier
PO for Match
Invoice #
Date Invoiced
Items Total
Sales Tax
Total Amount
If any of the information is incorrect or was not picked up, you can add or edit any relevant fields and 'Save' any changes
If you do not see the information populating, reach out to Support or your Customer Success Manager
Mark the Invoice as ‘Paid’ if relevant
Mark the Invoice as 'Reviewed' if relevant
Click ‘Save’, ‘Approve’ or ‘Reject’
Save - Any changes made to the the invoice fields will be saved (editing the Total Amount, Project, Supplier, etc).
Approve - This will move the Invoice to the 'Approved' tab. Based on the setting selected in 'System Settings' this may bring up an additional screen to enter the approved billed quantities.
Reject - This will move the invoice to the 'Rejected' tab and allow you to 'Reject without Notifying' or 'Reject and Notify' the supplier, billing contact.
Questions?
Contact Support:
Live Chat with Support through StructShare:
Click on ‘Talk to Support’ on the left side of you screen.
Email Support:
Call Support:
(512) 222-3716