Objective
Reconcile and approve an invoice in StructShare.
Background
After an invoice has been added to StructShare and matched with a PO you can compare the information shown in our 3-way matching screen to confirm that the correct quantities are being billed for (per your PO data and delivery confirmation). In the case that the invoiced totals do NOT match the total material quantity delivered, you can leverage the PO External Chat to communicate this discrepancy back to the supplier (please see Engaging Customers in StructShare Chat). In the case that the invoiced totals do match the total material quantity delivered you can click to ‘Approve’ the invoice
Things to Consider
Required Permissions
‘Invoice Admin’ permissions are required to approve invoices
Parsing
StructShare will be able to automatically recognize the text in your Invoices and populate those fields into the StructShare Invoice. Reach out to your Account Manager for assistance with this setup.
Approving an Invoice in StructShare
From the ‘Home’ Screen of your web app, click on the ‘Invoices’ button on the left-hand side of the screen
From the ‘New’ invoices tab click on the invoice card (or invoice # in the Table View) to access the invoice in question
Compare the invoice to the associated PO and Delivery Confirmation
During this stage, you can also click ‘Edit PO’ to add or edit any lines in your PO that do not correctly match the invoice
Once the invoice data has been reviewed, you can click to ‘Approve’ the invoice
After clicking ‘Approve’ fill in the correct invoiced quantities per line.
Once complete, press ‘Done’
Questions?
Contact Support:
Live Chat with Support through StructShare:
Click on ‘Talk to Support’ on the left side of your screen.
Email Support:
Call Support:
(512) 222-3716