At Ocerra, we are offering three different types of validation per invoice. Each type has either "Success" or "Fail" state.
You can turn on the following invoice validation rules in Ocerra (Go to Settings - General - Validation) to verify your invoices:
1. Total Header / Line
If the total amount on the invoice lines does not match the total on the invoice, it will show as "Fail". You will need to take action and verify this document further.
Note: You will need to also ensure that the “fail” state is not due to the failed data extraction.
2. Has GST/VAT Code
If GST number on the invoice doesn't match your supplier’s GST number, it will show as "Fail". You will need to take action and verify this document further.
Note: You will need to also ensure that the “fail” state is not due to the failed data extraction.
3. Has Purchase Order
It will show as "fail" when the PO number is not found, or PO amount or quantity do not match with the invoice line amount or quantity.
How to view validation states
- To view Fail or Success states on your invoices, you have to turn the validation rules "ON" (as shown above on the picture).
- Go to the Invoices list and click the + sign to preview the invoice validation state(s):
- On the left, next to the invoice you will see which rule has Fail or Success state:
- If validation rules are turned off in your settings, instead of states, you will see "Ignore":
EXPERIMENTAL FEATURES:
You will notice that Validation tab has other settings:
Reply back
- A supplier that issues an invoice and it fails on any of the validation rules, they will receive an email notification stating that it was failed.
Has Text
- You can include any phrase or words, e.g. "Tax Invoice" that must be on the invoice. If it is not, a supplier will receive email notification that the attachment is irrelevant document and won’t be processed.
Notify
- You can select a team member or yourself to get notified as well about state or has text failures on the invoice.