Invoice Barcode Scanning

Invoice Barcode Scanning

The Barcode Scanning feature helps streamline invoice processing by automatically extracting data from manually uploaded invoices. When a barcode is detected, key details are retrieved—reducing manual entry and the risk of errors.

This feature is only applicable for creditors using the BPAY payment method and applies exclusively to manually uploaded invoices where a creditor is selected.

Contents

• Enabling the Barcode Scanning Feature
• Uploading an Invoice for Barcode Scanning
• How Barcode Scanning Works
• Barcode Details on the Provider Profile

Enabling the Barcode Scanning Feature

To activate barcode scanning:

1. Navigate to Settings.

2. Go to Features – Internal.

3. Scroll to Barcode Scanning and tick the checkbox to enable the feature.

Note: Only Organisation Admin users can enable features.

Uploading an Invoice for Barcode Scanning

1. Start a manual invoice upload.

2. Add the invoice, then select the appropriate Plan Number and Creditor

Note: If the invoice doesn’t require barcode scanning, simply leave the Creditor field blank.

3. Upload the invoice document.

After uploading, a banner labeled BARCODE SCANNING IN PROGRESS will be displayed as the status, indicating the system is processing the barcode.

How Barcode Scanning Works

When a barcode is detected that matches the creditor's barcode mask in Strata Master, the system will extract relevant data, including:

• BPAY Customer Reference Number (CRN)
• Invoice Amount 

If the creditor has a default GL Code and Description in Strata Master, a row item will also be pre-populated.

The Invoice Number and Invoice Date must still be entered manually by the user.

The system will clearly highlights these fields in red to prompt immediate user attention.

Click the edit icon () in the top-right corner of the section to manually enter the missing information.

When an invoice is uploaded with a barcode that does not match a configured barcode mask for the Provider, approvers will be prompted to save the barcode for future configuration.

From the dropdown menu (), approvers can click Save Barcode to copy the barcode mask to the clipboard for configuration in Strata Master. 

Once configured, the mask will sync to the Portal within 10mins and the approver can select Re-scan Barcode.

Barcode Details on the Provider Profile

Users can also view the full barcode details and corresponding CRN (Customer Reference Number) directly on the provider’s profile page.

This provides immediate visibility of important barcode information imported from Strata Master, reducing the need to cross-reference data across multiple systems.

Strata Managers should contact us with any further questions regarding this process.