Overview

Why we're introducing the new UI

Paying the right supplier the right amount is the core of accounts payable. The new invoice screen helps you do that faster and with more confidence.

• Catch problems before you pay - A new Fraud tab automatically screens each invoice, starting with duplicate detection, with more checks your organisation can turn on. It is the foundation for more payment protection checks in future releases.
• Code invoices faster - Invoice lines now sit in one table. Choose which columns to show, and keep totals visible as you scroll.
• Approve with the full picture - Budget impact, supplier details and approver limits are visible on the invoice, without scrolling through one long page.
• Work your way - Collapse the details or documents pane when you need space. Your layout is remembered next time.

What it means for you 

What's changed, tab by tab

The invoice now has a details header and five tabs: Items, Supplier, Fraud, Payment and Approvals.

Invoice details header

• Shows description, invoice number, currency, ABN, invoice date, due date and your organisation's custom fields.
• Entity, Cost Centre and custom fields appear only if your organisation uses them.
• Switch view toggle lets you move between New UI and Classic during the transition period.

• Notes are now available next to the Submit button.
• History and Claim Summary are now available under the more option (three dots).

Items tab

Invoice lines now display in a table, so you can scan, compare and code them faster.

• Columns - Alerts, Item, Entity, Cost Centre, Project details, Expense type, Activity code, Description, Qty, Price, Net, GST, Gross, Action.
• Show or hide columns - use Columns to toggle Item through Activity code, or Select all to toggle them together. Your choice is remembered.
• Freeze Amount Columns - if enabled, the Net, GST and Gross columns are frozen.
• Tax inclusive toggle - it updates the Gross amounts.
• Alerts column - different types of alerts like splits, reassigned cost centre, personal, etc.
• Budget - budget position shows on each line. Open the line for full budget detail.
• Splits - splits display in the same table format. For Entertainment expense types, add and view recipients in the splits table. Foreign currency and rounding are handled on splits.
• Bulk update - can update coding for multiple lines in one go.
• Item details - can click into each item like before for more details and being able to split the item or add recipients. Switching between items will auto save changes. Split Expense functionality is available within each item at the top.

Fraud tab

The Fraud tab automatically checks each invoice before it can be submitted. Duplicate invoice checking is on by default, and other checks can be turned on for your organisation. It is the foundation for payment protection in ProSpend.

Checks run when the invoice is created and each time it is saved. Select Re-check all after changing supplier or payment details.

If payment details don’t match
This happens when one of three things is true:

• the scanned bank details differ from the supplier profile;
• no bank details were scanned;
• the supplier profile has no bank details.

A payer or admin with permission to acknowledge mismatches can either update the supplier’s bank details, or ignore the scanned details for this invoice (for example, a one-off difference or an incorrect scan). The invoice acknowledgement option is available in the Fraud tab. Every acknowledgement is recorded in the invoice history. See Bank Account Details Validation for the full steps.

Before changing a supplier’s bank details: changed bank details on an invoice are one of the most common sign of invoice fraud. Confirm the change with the supplier using a phone number you already hold. Never use contact details from the invoice, or from the email that sent it.

Supplier average
This is a prompt to look twice, not a block. An unusually high amount may be legitimate, but check it before approving.

Supplier validation
If a supplier is set to invalid, all the related invoices and POs cannot be processed. Contact your ProSpend administrator.

Reading the results

The summary at the top shows total checks and checks passed. Checks that didn't run count towards the total, so read the table, not just the summary.

Supplier tab

Supplier details like supplier name, tax registration number, contact details, default cost centre, default expense type, payment terms, etc

Payment tab

• Shows the supplier payments details in its own tab.
• Appears only if your organisation has payment information turned on.

Approvals tab

See the full approval picture in one place -

• Approval status for each approver.
• Approval limit for each approver.
• Acting on behalf, when someone approves for another user.

Documents pane

• Collapse or expand the documents pane. Your preferred width is remembered.
• Supported files: PDF, Excel, Word, JPEG, PNG and ZIP.
• Open a document in a new window with the pop-out icon.

What's not changing

• Approval workflows and routing rules
• Coding rules and validation
• Export and sync to your accounting system
• Email notifications
• Reports and existing invoice data
• Invoice capture and OCR