Before anyone can review supplier invoices, an administrator turns the feature on and decides when an invoice may be approved on its own, when it should be rejected, and how large a difference is still acceptable.
This is done once, under Organization → Settings, in the Supplier Invoices section. Day-to-day review is covered in Reviewing & Approving Supplier Invoices (Back Office).
In Short
Open Organization → Settings → Supplier Invoices (the section requires the supplier invoice service).
Turn on Enable supplier invoices and copy Supplier invoice email address.
Choose Automatic approval, Approval target status, Automatic rejection, and Send email on reject.
Set Tolerance and the checks you want, such as payment terms, billing address, and proof of delivery.
Save.
Prerequisite
Supplier Invoices is an add-on feature and the section only appears in settings if the feature is active for your organization. If you don’t see it, contact Better Truckin' to have the service enabled for your subscription.
Turning supplier invoices on
Open Organization → Settings.
Expand Supplier Invoices.
Turn on Enable supplier invoices.
The list under Billing → Supplier Invoices becomes available, and the rules below apply to every supplier unless a contact overrides them. See Configuring Supplier Invoices on a Contact.
Receiving invoices by email
With the feature on, Supplier invoice email address shows the address suppliers can send invoices to. Use the copy icon beside the field.
Email to send errors to is where Better Truckin' sends a message when an invoice email could not be read.
You can still import a PDF or an email file by hand from the supplier invoice list.
Tip: Forward a supplier’s invoice to this address, or give the address to the supplier, so new invoices land on Incoming without a manual upload.
Approval
Automatic approval — choose Enabled or Disabled. When it is enabled, an invoice that is matched to missions or trade orders and meets the requirements can be approved on its own.
Approval target status — the status an invoice lands on when it is approved, whether you click Approve or approval happens on its own.
Choose one status:
Approved
Unbooked
Booked
Paying (only when Better Truckin' is your financial system)
Rejection
Automatic rejection — choose Enabled or Disabled. When it is enabled, an invoice that does not meet the requirements can be rejected on its own.
Send email on reject — choose Enabled or Disabled. When it is enabled, an invoice that arrived by email and is rejected automatically sends the sender an email with the reasons.
Sending a rejection by hand, from an invoice you rejected yourself, is done on the invoice. See the back-office article.
Requirements
Tolerance limits how far the invoiced amount may differ from the cost of each matched mission or trade order. The limit is applied per mission or trade order.
Absolute — an amount in the supplier invoice currency.
Percentage — a percent of the invoiced amount.
Fill in one or both. The difference must stay inside every limit you set. The same tolerance is offered on a contact when one supplier should differ from the rest.
The checks below decide which warnings an invoice gets, and whether automatic approval or rejection applies:
Check account numbers — shown when Fortnox is your financial system. Compares Bankgiro number, Postgiro number, IBAN, and BIC with the supplier in Fortnox.
Check payment terms — compares the invoice with the supplier’s payment terms.
Check organization billing address — compares Receiver address with this organization’s billing address.
Check proof of delivery — for a connected mission or trade order that includes the last delivery, checks that the order has a proof of delivery.
Each check is Enabled or Disabled.