March 2022

Validating Badge for Supplier Invoices

We have introduced more visibility to users on the progress of our invoice scanning process, particularly when a document has to be routed to our 'Human-In-The-Loop'

You will be familiar with seeing your supplier invoices having a Scanning badge. This means we have picked up the document and it is now being scanned with Optical Character Recognition (OCR) technology.

Now you will see at times another badge - Validating. This means the straight through scan has not collected all of the information required and it is now being handled by our Human-In-The-Loop team. We have a team of people who are now 'eye balling' your invoice, updating the required fields so the supplier invoice request will turn up in your vault with all of the specific information you require.

This new visibility will give you comfort that the invoice is being managed, rather than just seeing it sitting at 'Scanning'.

A couple of notes on any invoices that are routed to our Human-In-The-Loop -

When the document has been corrected by our HITL team and the results returned the validating badge will disappear.
There will be a time-frame for the HITL to be undertaken - for the document to be intercepted, corrected and then returned with all of the information required.
If you do not wish to wait for our validation team then you can still intercept the document and fill the information.

Quickbooks API

We have developed an API for Quickbooks Online. If you're using Quickbooks Online for any of your entities, it can be integrated with ProSpend and all your claims including cash claims, credit card claims and supplier invoices will be exported as bills via API.

Please contact us via our support portal if you want to implement this for your company.

Average Supplier Invoice Total for the Previous 6 Supplier Invoices

We have introduced a feature in the supplier invoice module where the system can display the average total of the previous 6 supplier invoices 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 invoices 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.

Exporting Bills that are linked Purchase Orders to MYOB Advanced without having to Create Purchase Receipts

Previously, it was mandatory for ProSpend to create purchase receipts in MYOB Advanced before exporting bills that are linked to purchase orders (that have also been exported to MYOB Advanced).

You can now choose to not create purchase receipts.

For this to occur, you will need to setup the inventory codes in MYOB Advanced to not require receipts.

Because the inventory codes are setup to not require "Purchase Receipt", the purchase order lines will have the "Billing Based On" field populated as "Order".

This will enable the system to create bills and link the bill lines directly to the purchase order.

When the system exports the purchase order, it gets the reference back from MYOB and also the PO line number.

When the PO is matched to a supplier invoice in ProSpend and the lines are linked, the system stores the PO line numbers against the supplier line numbers.

When the bill is exported, the system PO number and PO line number instead of using the purchase receipt number and purchase receipt line number.

If there are purchase orders that have already been exported before making the above changes, please contact your MYOB reseller to update those purchase orders to not require purchase receipts because ProSpend won’t be creating purchase receipts as soon as the above change is made.

Please contact us via our support portal if you want to implement this for your company.

Defaulting the Cost Centre and the Expense Type Details when new Purchase Orders are Created

Each supplier can be setup with a default cost centre and a default expense type.

Previously, these defaults were being applied to supplier invoices only. We have now included purchase orders to use these defaults too. When a purchase order is created, ProSpend automatically adds the first line and this first line will have the above defaults.

The system will also set these defaults to any additional lines that are added later.

Export Batch Total on the Claim Exports Screen

We have added a new column on the claim exports screen to show the export batch total which is the total of all the claims included within an export batch.

Supplier Name for Supplier Invoices and Purchase Orders on the Export Batch Screen

We have added a new column on the export batch screen to show the supplier name for supplier invoices and purchase orders.

Not Approved Status and Draft Watermark on Purchase Orders

If a purchase order is in "Not Submitted", "Pending Approval" or "Rejected" statuses, the system displays "NOT APPROVED" on the purchase order. Additionally, a "DRAFT" watermark is shown on the purchase order.

If a purchase order is in "Approved" or "Finalised" statuses, the system displays "APPROVED" on the purchase order.

March 2022

Contact Us

Validating Badge for Supplier Invoices

Quickbooks API

Average Supplier Invoice Total for the Previous 6 Supplier Invoices

Exporting Bills that are linked Purchase Orders to MYOB Advanced without having to Create Purchase Receipts

Defaulting the Cost Centre and the Expense Type Details when new Purchase Orders are Created

Export Batch Total on the Claim Exports Screen

Supplier Name for Supplier Invoices and Purchase Orders on the Export Batch Screen

Not Approved Status and Draft Watermark on Purchase Orders

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