Managing Invoices
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      3. Managing Invoices

      How do I make changes to a non-regulated invoice?

      Learn how to edit vendor information, invoice line items and make adjustments to costs. Requires subscription to PaymentSource Premium.

      If your company subscribes to the Fintech Portal Premium plan, then you should see Manage Invoices under the Invoices section. This is where you can upload, review, edit and approve non-regulated invoices.

      💡 If your company has the Payment Module enabled, you will be able to schedule the invoice for payment.

      Managing Invoices

      Choose an invoice from Invoices > Manage Invoices. At any point during the review, you can:

      • Change the invoice’s location.
      • Complete payment preferences.
      • Save your work and finish later.
      • Return to the Invoices > Manage Invoices section by closing the edit screen. This reverts changes to the current screen while changes made on prior screens are saved.
      • Delete the invoice entirely.
      The editor will show the scanned invoice on the left, where you can expand or minimize the image size, change the orientation, download or expand the invoice into another window using the image control toolbar at the top of the page:


      The right side of the screen will show a step-by-step way to edit the invoice. You can move backwards and forwards by clicking the tabs:

      Follow along with the video below:

      Uploaded Invoice Location

      If the system recognizes a new vendor, you will begin the editing process by reviewing vendor information.

      1. Starting at 00:10, choose whether the uploaded invoice's vendor is new vendor to your account (Scan Result) or review the list of possible matches from Fintech's registered vendor list (Suggested Vendors). Once chosen, click Continue:
      2. Review vendor information (00:40):
        1. You can edit or approve the vendor's account details. Use the fields to search for and choose from a list of known vendor IDs, names, or addresses by entering at least 3 characters into any of the listed fields. 
          💡 If you edit vendor details, they will show on the current and future invoices but not effect past invoices that have been created. Be sure your edits are correct before proceeding.
        2. You can add new information to the system that can be applied to the current invoice and will also be included as options to choose from when editing future invoices. After typing new details into the ID or name fields, click the +Create button:
      3. After approving the vendor's information, you will be able to set up a payment method either now or later (01:31). 
      4. The next page will show a set of tabs where you can review and edit the scan results of the invoice, including the invoice summary, line items, and payment schedule (02:32). Refer to the Invoice Approval Tabs section below for more information.

        ⚠️ Within Invoice Detail, you can assign a Product Code (also referred to as Vendor Item #) to an item. Confirm this number matches the item's product code in your back-office system. If you leave the field blank, our platform will use the product's retailer item number as a placeholder if available. The retailer item number can be edited in the Product Catalog.

        ⚠️ If you chose to set up a payment method at a later time in the previous step, you will be able to schedule a payment for a later time under the Schedule Payment tab (03:31). To learn more about payment preferences, click here: Options to Pay Invoices
      5. Complete a final review of the invoice before clicking Approve and Pay, or click Back to Edit in the bottom left corner to make further changes (03:41):

      To cancel all changes and the start the approval process over, click the X in the top right corner.

      Invoice Tabs 

      Invoice Summary

      You can change details on the invoice summary, including:

      • Invoice number
      • Total amount (you will be alerted if you enter an amount different than invoice)
      • Tax (this is an optional field)
      • Invoice Date (this is the date the invoice was scanned in)
      • Invoice Due Date (from the invoice itself)

      Invoice Detail

      You can edit the line items and correct any issues. Fields in red must be filled to approve the invoice. The Amount field appears yellow when the amount does not equal the quantity * price. (You can still approve the invoice, however).

      You can edit line items in the Invoice Details tab, or by clicking Show More Details to also modify the item's PPC, unit of measurement (U/M), and/or adjustments:



      In some cases, you may need to add an adjustment to the invoice that affects the cost. An adjustment may include any of the following:

      • Promotional discount
      • Freight charge or Delivery charge
      • Charge CRV
      • Deposit
      • State, county, or city tax

      To add an adjustment:

      1. Click on the Show More Detail button:
      2. In the row(s) requiring an adjustment, click the double arrow to show the adjustments window, then click Apply once your edits are complete:
      3. If you are satisfied with the invoice, click Save, then Next to continue the invoice approval process:

      Schedule Payment

      If you are a client who has the Payment Module enabled, you can schedule a payment now or decide to pay later. See either: