Verify guide for Approvers

What is Automated Invoice Processing?

Verify, our fully cloud-based automated invoice processing solution involves the use of intelligent software to automatically capture, extract, route and post invoices into a finance system. It helps organisations set up approval chains and shift from data entry tasks to automated data capture and posting processes, delivering visibility and control over the entirety of an organisation’s invoice processing activities.

Verify Invite

You will receive an email invite to log on to Verify from your Finance Team. Please follow the link to activate your login and create a new password.

Verify Tasks

Each Morning you will receive an email with the number of Tasks for you to complete (if you have any). 

There are 3 types of Tasks: 

Current Tasks are invoice waiting for your Approval

Overdue Tasks are invoices that have been assigned to you for a number of days that have not been actioned yet

Urgent Tasks are Invoices that the Finance team would like you to approve as soon as you can.

You can click the Link in the Email to see your Tasks or log in to Verify at any time.

Your Verify Tasks

Will be displayed when you log in to Verify

You can see the stage the invoices are at, This could be Receipt Check, Approval (L)ow, Approval (M)edium) or Approval (H)igh, or Review. Please refer to the article Verify Stages for more detail on what each of these stages mean.

Route

Invoices are routed to Approvers based on Criteria set by your Finance Team. 

You could be routed invoices based on the Supplier, Department, Cost Centre, Project, Value or your Name. 

1. If you click the down arrow under the Stage you will be able to see additional information
2. A brief description of the invoice
3. The route the Invoice is on
4. The people that can action the Invoice.
5. A warning if the Invoice has not been processed in X number of Days (set by your Finance Team)

If you click anywhere on the Invoice it will open the invoice

1. You will be able to see the Invoice Received
2. The Headline Invoice Information
3. Each Line on the Invoice.

If you click the Line Expand you can see detailed information (Information displayed will match the information used by your Finance Team and software)

4. If the PDF invoice is too small you can open it in a new tab

5. or Zoom in

6. If any notes have been added by anyone before you they can be viewed here. 

7. You can add your own notes

8. You can look at the Audit History of the Invoice.

9. If you are happy with the Invoice, Click Accept

If there is an issue with the Invoice you can chose what to do with the invoice.

Select the Down arrow at the Side of Accept and you can place the invoice on Hold or Reject it

Hold Allows you to pause processing the invoice while you check information or query the invoice.

Reject because your Don't want to Pay the invoice or it is for someone else.

Rejecting an Invoice

Select what you want to do with it

1. Return to Triage send the invoice Back to Finance, usually because the invoice has gone to the wrong person to approve, or if you do not want to pay the invoice.
2. Return to Coding, If you think the Finance Coding, Company or supplier is incorrect
3. Select why you are rejecting it.
4. Add more detailed information
5. Reject.

The Invoice will be returned to Finance. 

If you have requested a full rejection your Finance team will check the invoice and either confirm the deletion or reinstate it.

Once you have processed an invoice, the next invoice for you to approve is automatically opened.