Organisation Admins can view and monitor all emails sent for Invoice Processing to their Organisation. This provides transparency and control over Invoice Processing services, including Smart Invoice Extraction.
Contents
View and Monitor Processed Invoices
Click the User Icon then select 'Invoice Processing' to go to the Invoice Processing page.
On the Invoice Processing page, Strata Managers can view the sender's email, recipient's email, subject, time and date received, invoice status, and the creditor information.
The 'Processing Status' column shows whether an email has been processed.
Click any attachment link in the 'Attachments' column to view the Invoice page in the Document Management System.
The 'Extraction Status' column shows whether Smart Invoice Extraction has finished extracting the data. Smart Invoice Extraction can take up to 24 hours to process an Invoice.
Smart Invoice Extraction is a premium feature that Organisations can opt in to. If the Organisation doesn't have the feature enabled, the 'Extraction Status' column will not be available.
Search Bar
Organisation Admins can use the Search Bar to find pertinent information for a specific email or emails.
- Search by sender's email to view all emails from a specific sender
- Search by Subject to view all emails with a specific subject
- Search by date received to view all emails received on a specific date
- Search by Organisation to view all emails sent by a specific Organisation
- Search by Processing Status to view all emails for a specific Processing status
- Search by Extraction Status to view all emails for a specific Extraction status
Filter Options
Processing Status: Indicates whether the processing status of the invoice is Finished, still Processing, missing an attachment or the organisation of the invoice is not found.
Extraction Status: Displays whether the invoice data extraction is Completed, Split, Extracting, Pending, Uploading, Skipped and Failed
Date Received : Allows users to filter invoice by a specific date or a by date range.
If extraction is enabled for the Organisation, all invoices sent to the account will automatically be processed by the extraction service. All data will be pre-filled before an invoice is sent to the First Approver for review.
Invoices that are uploaded by Service Providers on the Work Summary page of a Job or that are manually uploaded do not go through the extraction process.
Export
Users have the option to export invoice processing data for further analysis.
They can apply filters based on processing status, extraction status, and date received to refine the selection.
After selecting the relevant invoices, click Export
Accepted File Types
The following file types can be successfully extracted:
- PDF (.pdf)
- Word (.doc, .docx, .rtf)
- Images (.tif, .tiff)
Powerpoint (.ppt, .pptx) and Excel (.xlsx, .csv) files aren't accepted file types, however, the system will try to convert the files to PDF (.pdf). This isn't always successful and depends on the layout of the text and other content.
Split Out Invoices
A file sent for extraction may contain multiple invoices in one attachment. When this occurs, the system will recognise that the files are separate and automatically generate a list of invoices to be processed.
There will be multiple versions of the invoice and a corresponding number.
The first attachment link, or the original link, may still have all of the invoices in the attachment, while the rest of the links will only contain the extracted data.
Strata Managers should contact us with any further questions regarding this process.
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