Overview
- This process is crucial for businesses seeking to include pending dues amounts in their P&L reports. Ocerra provides the flexibility to post invoices in the submitted status, allowing for reposting once the invoice is approved and ready for payment.
How to export invoice in submitted status:
- Navigate to the export folder.
- By default, the export folder displays approved invoices for export. Change the filter to the "Submitted" status.
- The folder will now display all submitted invoices. You can select invoices individually or in bulk.
- Click the "Export Invoices" button, and the invoices will be exported directly to your AccountRight.
Exported invoice in AccountRight
When an invoice is exported in “Submitted” status, the comment section will display: From Ocerra - status: Submitted, indicating that it is still pending approval and not ready for payment.
In the attachment, Ocerra attaches the original copy and the audit log. The audit log provides information on when the invoice was received and who submitted it.
Re-export invoice after approval
- Navigate to the export folder again after approving the invoice.
- In the filter section, the default status for "Exported" is No; change it to Yes.
- The folder will now display the exported invoices. Tick the box for the invoice(s) you want to re-export, either individually or in bulk.
- Click the "Export Invoices" button.
Note: In the "Exp. Result" column, an already exported invoice shows "Exported." If re-exported, it will change to "Updated."
Re-exported approved invoice in AccountRight
After approval, the invoice status in AccountRight will change to "From Ocerra - Status: Approved," signifying approval and readiness for payment.
Attachment: A final audit log will be added providing information on when the invoice was received, submitted, and approved.
Watch this video for the detailed process
Consider setting up auto-archive for approved invoices so you only work with received and submitted invoices.