Upload, review, approve invoices and schedule them for payment under Manage Invoices. This requires a subscription to PaymentSource Premium.
The Invoices > Manage Invoices section is an add-on service that shows a list of your manually uploaded invoices. Advanced, Admins, and Super Admins can:
- Upload new invoices, which will automatically scan your invoice data into the system.
- Review and edit an invoice for accuracy, either by summary or line by line and approve for further processing.
- If enabled, schedule the invoice for payment. For more information, see Scheduling Payments.
Click here to find out more about user types: How do I add or remove users?
Uploading Non-Alcohol Invoices
To upload a non-alcohol invoice:
- Click on the Upload New Invoice button at the top right of the screen above the search bar.
- Choose a location by searching for a name or address, or by choosing from the populated list.
- Drag and drop the file into the respective file dropping area (gray box) or click the Browse Files button to search for the file on your computer.
⚠️ Files must be PDF, JPG, or PNG format and a max of 30 MB. You can upload up to 25 files at a time. If a file fails to upload, the issue will be noted beside it. Click Try Again to upload a new file:
- After the file uploads, click the Done button:
Uploaded invoices will appear within the Invoices > Manage Invoices section of the portal within 24-48 hours from time of upload.
Review and Approval
The Fintech Portal will indicate when the invoices are ready for review and approval:
- Go to Invoices > Manage Invoices. Click on an invoice that has a Needs Review status. You can filter the list by Needs Review for successfully scanned non-alcohol invoices:
⚠️ If an invoice has an Error status, hover over the i icon to review the reason for the failed upload. Depending on the error, you will have to edit the invoice or select, delete, and re-upload:
- Review, add or edit vendor information, payment method, the invoice summary, line items, and the payment schedule. Learn about invoice editing and payment options in the following articles: Editing Vendor Invoices and Options to Pay Invoices:
⚠️ 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.
- Approve the invoice when ready and schedule payment either now or later. Read more here: Scheduling Payments Immediately or Scheduling Payments for Later
- Once approved or scheduled for payment, the invoice will move to the Invoices > My Invoices section.
Filtering and Sorting
The table is automatically filtered by the last 30 days of invoices received and assigned with the following statuses:
|
Status |
Description |
|
Processing |
Scanned invoice is being processed for accuracy (about 24-48 hours). |
|
Needs Review |
Invoice has been processed and requires retailer’s approval. |
|
Scan Error |
Problem occurred during processing. Errors will include the likely issue. |
The table can be further filtered and sorted in the following ways:
- Choose a specific store location using the location dropdown element at the top of the page.
- Use the search bar to populate an invoice from a specific distributor.
- Click on the filter button near the search bar to open the filter pane, where you can choose a column to sort by and a sort order.
- Change the sort order of a column within the table by clicking on the column’s name in the header row.