Working with Invoices

In Concur Invoice, manual invoice creation allows users, typically those with the Invoice Owner or AP User roles, to input invoice details directly into the system without relying on automated capture methods. This is particularly useful in scenarios where a digital invoice image is unavailable or when a quick entry is needed for an approved vendor.

To create a manual invoice, navigate to the Invoice Manager page from the Concur homepage by selecting Create New Invoice under Invoice.

Select an existing approved vendor from the list. If the vendor isn't listed, a new vendor request can be initiated during this process, subject to approval. Enter key details such as the invoice number, date, amount, and line items. Itemize expenses if required, attach any supporting documents, and submit the invoice for approval.

Manual creation ensures flexibility but involves more data entry compared to automated options. It follows the standard workflow for review and approval, ensuring that all invoices are vetted adequately before payment.

Invoices assigned by an AP (Accounts Payable) User refer to the process where users with the Invoice AP User role handle the initial review, editing, and assignment of invoices to the appropriate invoice owner for further processing. AP Users play a critical role in ensuring invoices are correctly routed and managed.

AP Users have access to the Invoice Manager dashboard, where they can view unassigned invoices. They can open these invoices for edits, such as correcting details or changing policies, and assign them to owners based on criteria like department or purchase details.

This role is distinct from the Invoice Processor, focusing more on back-office tasks like attaching invoice images, creating payment requests, and routing to business users for approval before final review.

Configuration involves enabling the Is Invoice AP User? checkbox in user settings, granting access to tools for managing vendor visibility and global groups. For PO-based invoices, assignment can be automated to the purchase request owner, reducing manual effort. This step ensures invoices are directed correctly in the workflow, minimizing delays.

Invoices created with Invoice Capture leverage Concur's automated service to process vendor-submitted invoices via e-mail, upload, fax, or hard copy. The system uses optical character recognition (OCR) and machine learning to extract data, significantly reducing manual entry.

This process captures details like vendor name, invoice number, date, line items, PO numbers, and GL codes automatically. Once extracted, the data is validated by an auditor or verifier for accuracy. Then, the invoice is created in the system and assigned to an owner. Administrators configure this feature in settings, after which a Concur representative verifies the setup.

Invoice Capture integrates seamlessly with Concur Invoice for faster processing, reducing turnaround times, improving accuracy, and freeing AP teams for higher-value tasks. This is ideal for high-volume environments, as it handles both paper and electronic formats efficiently.

Invoices based on Purchase Orders (POs) in Concur Invoice are matched against pre-approved POs to ensure compliance and control spend. The system verifies details like quantity, price, and receipt of goods.

The system can automatically copy relevant PO data (e.g., vendor, items, amounts) into the invoice, reducing manual input and flagging discrepancies through 2-way or 3-way matching (invoice to PO and optionally to receipts).

To create or assign a PO-based invoice, enter or select the PO number during invoice creation. Enable line-level matching if multiple POs are involved by adding the Purchase Order Number field in form settings and using Actions > Enable Line Level PO.

The workflow routes these invoices to the invoice owner for review, with automatic assignment to the purchase request owner possible. This feature integrates with external ERP systems for PO data import, helping identify discrepancies and ensure accurate invoice processing.

As previously covered, invoices in Concur can be created in several ways:

• Manually: You start from scratch in the Invoice module, entering all details yourself.
• By AP Users: Accounts Payable team members create the invoice, often based on received vendor documents, and route it to you for review.
• Via Invoice Capture: Invoices are scanned or emailed to a dedicated address, where OCR technology auto-populates header and line-item data. This is followed by human validation for accuracy before it's routed to you.

The submission process varies slightly depending on the method, as manually created invoices require full data entry, while others focus on verification.

When creating invoices manually, you are responsible for entering all the necessary information. This method requires meticulous attention to detail to ensure accuracy.

1. Go to the My Invoices section and click on the invoice name. If the invoice has not been created, please refer to the section titled "Invoices Created Manually" in this lesson.
2. Enter Invoice Details: Fill in all required fields, marked with a red bar or asterisk. Key fields include:
   • Invoice Name (for internal reference)
   • Invoice Number
   • Invoice Date
   • Total Invoice Amount
   • Currency
   • PO Number (if applicable)
   • Any additional fields like Shipping or Tax, depending on your company's configuration. Enter optional fields as needed, then click Save.
   
3. Itemize Line Items: On the Amount Remaining to be Itemized page, select expense types for each line and complete details like quantity, unit price, and description for each item. Add more items as required and save.
4. Distribute Costs: Select Distribute to allocate costs across departments or cost centers. Choose to distribute by percentage or amount, add distributions, and save.
5.  Review and Submit: Double-check all information for accuracy. On the Invoice page, select Submit Invoice. Alternatively, from the My Invoices page, select the invoice and select Submit.

Once submitted, the invoice enters the approval workflow. Always ensure required fields are complete to avoid errors during submission. If your company uses custom fields, verify those too.

For invoices created by AP users or through Invoice Capture, much of the data is pre-populated. Your primary role is to verify the accuracy of the information and make any necessary adjustments before submission.

1. Locate the Invoice: Invoices created this way will appear in your My Invoices list as drafts or pending review, and select the invoice name to open it.
2. Review Pre-Populated Details: Open the invoice and check all fields for accuracy against the original document:
   • Vendor information
   • Invoice Number, Date, and Amount
   • Line items (quantities, descriptions, prices)
   • Any auto-extracted data from Invoice Capture. Correct any discrepancies manually
3.  Itemize or Adjust if Needed: If line items aren't fully detailed, add or edit them as in the manual process.
4. Distribute Costs: If not already allocated, click Distribute and assign to appropriate departments or codes by percentage or amount.
5. Attach or Verify Documents: Ensure the invoice image is attached (often auto-uploaded via Capture). Add any missing receipts.
6. Submit the Invoice: Once verified, selectSubmit on the Invoice page or from My Invoices. This routes it for approval.

• Create invoices manually: select vendor, enter required details, itemize, attach documents, distribute costs, and submit for approval.
• Assign and route invoices: Accounts Payable users review, edit, and assign invoices to owners, reducing delays.
• Automate entry with Invoice Capture: extract and validate data, assign invoices, accelerate processing, and reduce manual work.
• Process purchase order-based invoices: copy purchase order data, match details, flag discrepancies, and ensure compliance.
• Submit accurately: verify required fields, line items, distributions, and attachments before submission for all methods.