The color coded system is a simple and effective way to track the status of each invoice within a statement.
On the pending tab, next to each statement it will display the status bar and the percentage of the statement at each stage.
By clicking on one of the statements you will then be able to see the status of each invoice within the statement.
For example: below you can see invoices FS1005, FS1002 and FS1003 are in the invoice system only, FS0105 needs review and FS1001 is an exact match (complete).
For an invoice that needs review, use the buttons in the Actions column (such as “View invoice”, “View approval” or “View on Xero”) to view and verify it.
Completed (matched) invoices also have buttons in the Actions column to view them:
Request missing Invoices
For missing invoices, you can request a copy from the supplier by either pressing “Send Email” at the top of the statement, which will select all of the missing invoices and put them in a table ready to send via email as shown below:
Or if some of the missing invoices are not relevant you can tick the checkboxes next to the ones that are:
Once you have ticked all the missing invoices that are relevant you can press “Send Email”. This will come up with the same table format as above with all the missing invoices requested.
You will need to input the suppliers e-mail address; the e-mail will come from your invoice account on Opsyte.
Once sent this will update the statement notes at the bottom of the Statement:
This helps to keep track of anything requested. You can also add your own notes here.
If an invoice has not been detected properly or is causing you problems, yet you are sure it is accurate you can use the “Force Approve” button.
Once all invoices are correct and the statement is complete, it will move to the "Completed" tab. The statement will only be transferred to the "Paid" tab once the money bags are green.
To detect whether this has been paid Opsyte will pull the information from your accounting software ie: Xero.