Electronic Invoice Processing Through AConneX DX

Vision GUI Path
		Accounts Payable —> Invoice History Accounts Payable —> Current Electronic Invoice Accounts Payable —> Current Voucher Accounts Payable —> Voucher Inquiry
Vision Back Office Menu Path
Auto	2.18	Purchasing —> ASN Reports Menu
OP

Vision can receive and process vendor invoices sent via AConneX DX. Depending on how your business is set up, this can streamline the matching of invoices against merchandise received from the vendor. For example, Vision does the following:

• Allows you to apply changes to the invoice, if the invoice contains and ASN number and the ASN has been changed.

• Displays an icon if there are any discrepancies between electronic invoices and the corresponding receivers. Errors must be fixed manually.

• Validates the invoice and allows editing if there are line item errors or an invalid vendor.

• Lets you use the invoice number to load the invoice on the Current Voucher form when entering the voucher. Vision loads the invoice and receiver data and displays any variances between the invoice and the receivers.

The following sections provide screenshots and additional information about this functionality.

Accounts Payable —> Invoice History

The Search Options section now has an Electronic Invoices filter and electronic invoices now display in the list view.

Note: Invoice History used to be named Payment History.

Electronic Invoices can have one of the following statuses:

• Errors Exist

• Ready for Vouchering

• Reconciled

• Unprocessed

• On Voucher

You can right-click invoices that are “Ready for Reconciliation” in order to add the invoice to the current voucher.

Note: You can add only one invoice to a voucher. The system will not let you add another.

You can right-click invoices that are “Unprocessed” and select from the following options:

• View

• Edit

• Apply ASN Changes

• Check for Errors

After you apply ASN changes, if errors continue to exist or there are any differences between the invoice and its receivers, you must fix the discrepancies manually.

Accounts Payable —> Current Electronic Invoice

Using this screen, you can change the vendor number, the quantity, and the unit of measure. If you change the quantity or the unit of measure, the system recalculates the invoice total.

Note: The system saves the original invoice total and you can mark a line item as disputed.

When an invoice is saved, the vendor, part number and quantity differences re-checked to see if they have been fixed. If the issues were fixed, then the invoice is marked “ready for reconciliation.” Only those invoices with a status of “Unprocessed” or “Errors Exist” can be edited. If the invoice has any other status, the editable fields are no longer editable.

When you edit an invoice that is flagged as a duplicate, the Delete button is enabled. If you click the button, the system prompts you to verify that you want the invoice deleted.

If you search for the invoice by the Vendor/Invoice option and there are duplicate invoices, the system displays a message telling you to use the Invoice History screen to retrieve the electronic invoice key.

This screen also acts as an inquiry screen for electronic invoices. So, if you bring up an electronic invoice that has a status other than Unprocessed or Errors Exist, that invoice cannot be edited.

Note: Some discrepancies or errors may benefit from editing the ASN and then possibly reapplying ASN changes. See Advance Shipping Notices Through AConneX DX for information about editing ASNs.

Accounts Payable —> Current Voucher

On the Current Voucher screen, any line items with variances display an icon on the line with a tooltip showing the variance amount.

You can right-click the line item to either remove it from the voucher or to accept the variance and change the receiver cost to match the invoice cost.

Accounts Payable —> Voucher Inquiry

This screen now also displays the variance icon as well as the electronic invoice cost and electronic invoice core cost.

Vision Back Office

Auto Menu 2.18,
Purchasing —> ASN Reports Menu

The Vision Back Office provides you with two new ASN Invoice reports.

The ASN Invoice Error Report lists invoices with issues that must be fixed before they can be reconciled.

The ASN Invoice Detail Report lists invoice line items and totals.