Objective
Set up the StructShare Invoicing Tool.
Background
StructShare invoicing empowers customers to easily track, review, and reconcile supplier invoices all in the same system they already use for purchasing and material management. Match invoices with associated POs and relevant delivery information to quickly assess charges for accuracy prior to paying your bills.
In this article we will explore the necessary steps to set up your invoicing tool in StructShare.
Things to Consider
Permissions
Accounting admin permissions are required to upload invoices on behalf of suppliers.
Invoices Admin required to view and edit Invoicing tools (uploading, approving, etc).
Sections:
Invoice Parsing
System Settings
Supplier Information
Invoiced Items
Invoice Parsing
Invoice parsing in StructShare will automatically identify and collect key information in your invoices, and subsequently match the correct PO and delivery information. In order to ensure accuracy across a wide range of Invoice PDF formats and structure, please send a copy of preferred supplier invoice to our support team, who will be able to run them through your account. These invoices do not need to be current, just matching in format!
(Note: A supplier must already exist in the StructShare system before we parse invoices)
Collect digital PDF invoice copies
Email them to our support team: Support@StructShare.com
Support will reach back out to you once the invoices have successfully parsed and been added to your account.
System Settings
Hide PO’s from Invoice matching if they were matched to one invoice
With this feature enabled you can filter out any PO’s that have already been matched to an invoice so it’s easier to find the remaining PO’s that still need matching.
Delivery confirmation of matched PO
Changes PO delivery status to ‘Fully Delivered’ upon invoice approval.
If you typically have multiple invoices per PO, enabling these features is not recommended.
Invoices
If you switch to the Table View you will have more information available such as ‘Export Ready’ to sync with Procore.
You can select Invoices over on the left-hand side and then export as an IIF file by choosing the blue Export button at the top (after selecting at least one Invoice). You can also bulk Pay, Approve, Reject, or Delete.
Alternatively you can download all of the Invoices as a CSV file by clicking the cloud with a down arrow at the top right of the page.
Invoiced Items
StructShare provides access to your purchasing data by extracting the line-items from all invoices into a single searchable table and analytics dashboard.
This is a tool on the left side-bar of StructShare where you can search and filter through your line-by-line purchasing history so you can see everything being ordered within the system and build out your item database & supplier catalogs from there.
Click the cloud with a downward arrow to export items into a CSV file so that you can later upload it into a Supplier Catalog from there.
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