Importing Invoices from Suppliers

 

This will download digital invoices into Optimum Control providing the Supplier can export a properly formatted file. This feature will update pricing, stock levels and account information automatically with the click of a button. 

Optimum Control can import from many main Suppliers and more formats are added every week.  You can choose one of these formats or create a custom import.

 

To Import an Invoice from Your Supplier:

1.  Choose Invoice  (Main Menu Toolbar).

2.  Click Invoice Import  (Invoice Toolbar).

3.     Select the Supplier from the Select Supplier drop-down list.

NOTE: Only Suppliers with an Import Configuration set up will be listed. To set a new configuration, see Setting Supplier Import Configurations.

4.     Click Get Invoices .

5.     The import process will log into the Supplier FTP server (using the credentials in your Supplier Invoice Import settings). A list of Invoices that have not yet been processed into the system will be listed.

NOTE: Each pending invoice will be displayed with a status listed below.

6.     Any pending Invoices will be Downloaded.

NOTE: For some suppliers who do NOT use FTP, you may get Invoices by email as an attachment. Save the attachment to the folder you specified for the Supplier in the Suppliers Import Settings.

7.     Correct any invalid lines or invoice total errors as described below in Invoice actions.

8.     To select the invoices to process, CHECK Import? Box.

9.     Click Process  (Invoice Import Toolbar).

 

Status Message

What you should do

Invoice Valid

This invoice has been validated and can be processed.  Click Process on the Invoice Menu Toolbar to save the invoice to the database. 

Miss-matched Total

This means that the amount validated does not balance to the total on the invoice.  Click on the error mismatched total and the invoice will open showing you the amount that it is out.  Most times this is taxes.  Look at the invoice and enter the tax amount under the Taxes and Adjustments tab.

Invalid Lines

Click on this message to view a listing of errors.  These are items on the invoice that optimum Control has no entry for.  Choose the action required to fix the issue.  See Action chart following.

Delete

In some instances, you may not wish to import certain invoices into the database.  To Delete Click .  This import file will be set as deleted.

 

IMPORTANT-With each invalid line, you can select an action to fix the issue.  Once you select an action select “Go” which will prompt a search for an item or account to select.