Process Invoices

Once Automatic Invoicing has populated the header data for the PDFs in the batch, you can review the results, correct any errors, and then send the invoices to Spectrum.

Note: If you start this procedure, and need to exit before finishing, you can save your progress and return to this page at any time. To do so, select Save and Resume Later. The saved batch will be visible on the Invoices page, where you can select Continue to re-open and complete it at another time.

Note: Only vendors with a “Last invoice date” within the last 12 months are recognized and automatically populated by Automatic Invoicing. If the Vendor field is not auto-filled, you can enter a vendor name to search for that option. When the vendor is used in subsequent invoices, Automatic Invoicing will recognize the vendor and automatically populate that field.
Important: For credit memos, make sure the amount fields are entered as negative values in Automatic Invoicing. Otherwise, Spectrum will not process the invoice correctly as a credit memo, and it will need to be changed in Spectrum.
  1. From the thumbnails at the top of the page, select an invoice to view the details.
    The following describes the icons in bottom-left corner of the thumbnail images:
    • - Indicates the selected invoice.
    • - Indicates a duplicate invoice in this batch.

      For a duplicate invoice, check the invoice details to verify that the invoice is, in fact, a duplicate. If so, you can remove it by selecting the trash icon in the lower left-hand corner. If it is not a duplicate, correct the details as described in the following step.

  2. In the Invoice Details section of the page, review the information in the displayed fields. To correct a value, you can type directly in the field or click the select tool , and then select the value from the PDF viewer. The field will be updated with the selected value.

    Optionally, you can enter a description of the invoice in the Description field. Descriptions must be 30 characters or less.

    Required fields that are missing a value are indicated in red.

  3. Once you have reviewed an invoice, made any corrections, and entered values in the necessary fields, you can send the invoice to Spectrum. Select Send to Spectrum.

The invoice is sent to the Vendor Invoice Entry > Pending Auto Invoices screen in Spectrum.

Note: To have the Pending Auto Invoices screen appear automatically in Spectrum, from the Vendor Invoice Entry screen, select Preferences > Always open 'Search Pending Automatic Invoices' when adding a new invoice?

When an invoice is successfully sent to Spectrum, a green check mark appears on the thumbnail image.

You can also see a record of the uploads to Spectrum by selecting the Completed tab.

For details on how to continue in Spectrum, see Enter a Vendor Invoice.

You can run a report in Spectrum to view information about invoices entered via Automatic Invoicing. For details, see Automatic Invoice History Report.