When you want a supplier invoice to be paid you will send these to your vault in ProSpend and a new Supplier/Invoice Payment Request will be created for you.
Everyone has a document vault and this is where your receipts and invoices are stored. Click on the Document Vault link to see your unique email address.
The easiest way to get your supplier invoices into your vault is to forward the email from your supplier with the invoice attached.
If the invoice has been stored on your computer, send an email to your vault with the invoice as an attachment. |
When ProSpend receives the invoice in your vault, we store the invoice and start the scanning and data extraction process to create a new Payment Request.
This process will only take a few minutes, but if the invoice is from a new supplier it may take a little longer. |
When you open the Request the launch view is presented. This includes the Invoice document, the invoice information and the approver workflow.
There are navigation tabs at the top make it easy to move between the new work areas - Quick Code, Item Detail and Notes. If your company uses the Purchase Order module you will see the linked purchase order.
When the new Request is created the supplier is matched and an expense line is created.
The scanning and matching process will automatically allocate:
Note if you make any edits to the claim during the scanning stage, the system will not output and automatically allocate any scanned information |
The invoice workflow assigned to the user will then automatically assign the Approvers
If all of the mandatory fields above have been automatically assigned, you will be able to submit the Request for approval.
No Supplier found.
If no supplier is found you can ask for this supplier to be set up. Click to add Supplier, complete the mandatory fields and Save.
You will then able to submit for approval.
When the Supplier is created you will be advised by email. You can complete the invoice payment but until the Supplier is created you will not be able to submit for Approval.
Some Requests will be automatically coded.
If this is not done you will be prompted to mandatory fields, such as the Expense type, Activity or Project Code and/or Description.
You can use the Quick code to update the common fields.
If the expense requires further documentation, this can be added to the "Supporting Document" tab
Below are the conditions for the supporting documents
When you have updated the Request with any additional information that is required you can submit for approval.
Some companies may have a locked Approval workflow and some will allow you to choose your Approver. |
Approval workflows.
Once submitted the Request changes to Pending Approval and the nominated Approver will be emailed.
If the Request is Approved or Rejected you will be advised by email. If the Request is Approved there is no further action required of you.
You can see the status of your Requests from your Portal dashboard |
The Rejected request will appear in your Portal. You will be able to see the Approver notes, take the appropriate action and re-submit for approval.
Self approval can only be enabled for supplier payments and/or purchase orders. |
If the claimant is the first approver and a delegate submits the claim on their behalf, the system will not auto-approve the claim |
You can now see the supplier name, project group code and project group name in the purchase order section of the supplier payment.
Once you export claims to your finance systems, you have an option to download archive files from ProSpend which contains the claim summaries. These claim summaries have all the claim data along with the documents. Please see the archive files section in the export claims page for more information on this.
By default, these archive files are names in the following format - "Claim{Claim ID}".
You now have an option to change these filenames for supplier payments and purchase orders. You can now include the claimant name, the supplier name and/or the invoice date in these filenames.
Please reach out to our support team if you want this to changed.
Currently, if you send multiple PDFs to ProSpend invoice email address, the system will create one supplier payment for each of those PDFs.
We have introduced a new feature where the system will create a supplier payment for one of those documents and the remaining documents are added as supporting documents.
For example - if the below email is sent to ProSpend invoice email address and if the above new feature is turned on, the system will create one supplier payment for one of those documents and the remaining two documents will be added as supporting documents.
Below is the supplier payment that has been created -
The system will identify the invoice or the primary document using the below logic -
Once the system finds the invoice or the primary document using the above logic, the remaining documents will be set as the supporting documents. Below are the conditions for the supporting documents -
If the system incorrectly chose one of the documents as the invoice or primary document, you can set one of the supporting documents as the invoice and move the document set as the invoice to the supporting documents section.
Please note that when you set one of the supporting documents as the invoice, the system won't scan the new document. The user will need to update the supplier payment details manually.
This is a database setting. Once it is enabled, the system will create one supplier payment per email irrespective of the number of invoices attached to an email. If there are multiple invoices in an email, the user needs to email them in separate emails. |
Please contact ProSpend support team if you want this feature enabled. |
We have introduced a feature in the supplier payment module where the system can display the average total of the previous 6 supplier payments on the claim screen for that supplier that have been finalised. All the user roles can view this supplier average section.
To calculate this average, the system looks at all the supplier payments linked to any category or company and created by any user. |
Please contact us via our support portal if you want to implement this for your company.
We have added a new column on the export batch screen to show the supplier name for supplier payments and purchase orders.
(ProSpend Ref - ER-2198)
The smart update function is used to bulk update multiple or all lines in a claim with an activity code, project group code and/or project code. Previously, this was applied to cash claims, card claims or purchase orders. Now, this is available for supplier payments too.
To access the smart update page, click Smart Update next to the Item Header.
(ProSpend Ref - ER-2485)
You can now import supplier payments using an Excel or a .csv file instead of emailing the invoices to ProSpend. To know more about it, please click on the button below -
(ProSpend Ref - ER-3073)
With the introduction of e-Invoicing and i-Invoicing (import supplier payments), it is difficult for the claimants or approvers to identify or differentiate between -
There are now icons against the supplier payments on the claim search screen for claimants and approvers. These icons will help them in identifying or differentiating the above types of supplier payments.
Claim search screen for claimants and approvers
Claim search screen for claimants and approvers
Claim search screen for claimants and approvers
e-Invoices and i-Invoices also have these icons on the digital invoices itself.
(ProSpend Ref - ER-3272)
Previously, enabling the copy email subject feature meant that the system would copy the email subject into the description field for all invoices.
Now, you can specify a list of email addresses and the system would copy the subject into the description field only for invoices coming from those email addresses.
If you want this setup, please reach out to us along with the email addresses you want setup.
(ProSpend Ref - ER-3594)