Made2Manage Typical Expense (Misc.) Invoice Process

This outline illustrates the steps to process an Expense Invoice from a vendor (a Misc. Invoice in M2M). Expense Invoices are not initiated by a Purchase Order, thus there is no PO matching. The user must verify and approve each invoice, IA assists in the process.

For this example we will use a ficticious invoice from the vendor 'Shroh Supply Co':

Page 1

Create the Vendor

Made2Manage

First we need to confirm the vendor is setup in M2M and is approved.

• If needed, create the vendor in M2M & press save.
• If the Vendor has not yet been approved, change its status from Started to Approved.

Did you know?

Only approved Vendors are available for use in Invoice Automation, once approved it will be visible in Invoice Automation within a minute.

Invoice Automation

Now lets check the Vendor screen in Invoice Automation to confirm it has been created sucessfully.

Using the User Menu in the upper right select Settings, Connected ERP Data, Vendors. Our new vendor should be listed, you can use the search box to help find the vendor quickly.

Uploading the Invoice

Now lets upload the Invoice in Invoice Automation to begin the process.

1. Navigate to the Upload Documents screen, if required choose the M2M company you want to upload the document into.
2. Select the invoice PDF to upload. You can do this either by dragging the PDF file onto the screen or by clicking the '+ Add Files' button.
3. Click 'Upload'

Checking the result in Invoice Automation

Now the document has been uploaded, we can switch to the Document List View so see the result.

Please note

The document will typically take around one minute to move from the 'Uploaded' status, during busy times this may take longer however.

After Invoice Automation has finished analysing the document it will change status. Typically the document will change to either Failed, System Hold or Exported, however other statuses could occur, please refer to Statuses for more information.

Invoice Automation first checks to see if a template already exists that matches this invoice format & Vendor. If not, it will use Artificial Intelligence to attempt to automatically generate a template.

• If the status changes to Failed, then the AI Automatic Templating was not able to create a template for this invoice, please refer to Template Editor for more information on manually creating the template.
• If the status changes to System Hold, click on the document to confirm the details Invoice Automation has detected, Validation Errors will help guide you through troubleshooting what issues the document may have. For exmaple, the IA Auto Templating feature may not of selected the correct value for the Sub Total, or there may be $ discrepancies between the PO & the Invoice that need to be approved.

Setting the GL Expense Account(s)

Unless the vendor in M2M has a Default GL Expense Account, a GL account will need to be selected for each line item. In the Line Details table, scroll to the far right to “Expense GL Account” and select the GL account for each line.

Once any issues have been resolved the document should move to the Exported status. This is the final status in Invoice Automation and signifies that the Invoice has been sent back to M2M via the syncing integration.

Did you know?

Once an invoice has been Exported, it is locked & can no longer be changed in Invoice Automation

Checking the result in Made2Manage

Finally we will check the result in M2M via the APINV screen.

1. Navigate to the APINV - Vendor Invoice & Debit Memo screen
2. Search for the invoice using the Invoice Number, or click the last record icon.
3. Confirm if this is the correct invoice that we just processed, checking the Invoice Number, Dates, Line Items Details & Totals