TABLE OF CONTENTS

• Capture Service
• Recurring Bill
• COD Purchase
• Manually
  • 1. Through VIM Invoices reference
  • 2. Through VIM Interface

Capture Service

Invoice Capture Service is responsible for automatically creating VIM Invoices from Vendor's email.

How it works

1. Vendor sends an invoice as document attached to an email to your specified email address - [yourcompany].invoice@fieldclix.com.

2. System recognizes Vendor email. It compares the sender's email address to the address domain of Vendors in the Organizations Reference.

The email address for the capture service can be configured for a specific Class to segregate Vendor invoices. 

The capture service identifies the class from the email address to which an invoice is sent, and fills in that Class in the corresponding field in the VIM Invoice card. 

This can be useful when you want to allow a VIM Validator to review only a certain class of invoices. VIM Validator Employee Role supports the filter by Class.

Request FCS Support to use specific rooting of the capture service.

3. After successful recognition the FCX system checks the email for documents attached. 

4. Then the system creates a new invoice reference record for each supported format document (pdf, doc, docx, xls, xlsx) attached to the email and fills in:

• Vendor
• Responsible Employee
• Responsible Department
• Invoice Date = Current Date
• Description - email details: email subject, email body
• Default Vendor's parameters:
  • Invoice Category
  • Payment Terms
  • Expense Accounts
  • Financial Account
  • Build Plan

If the capture service cannot find the Vendor by sender email, it will create an invoice. In this case, we fill in all requisites manually from the attached document. 

The service doesn't capture emails with no attachments as well as 0 Mb attachments. Also, it ignores all unrecognized files (png, jpeg, etc.) from the Vendor's email.

The total file size should not exceed 20 Mb to avoid capture errors. 

4. Links the attached document to the invoice card. 

The system links the imported document with the created Invoice. It fills in the requisite 'VIM Invoice' in the document card. 

5. The final step is to send notifications to VIM Validators and the Vendor. 

We can notify the Vendor of each  change in the invoice stage. For instance, when an invoice moves to the pending stage, we will notify the Vendor about successful invoice capture. This part is configurable. You can choose invoice stages – when you want to notify the Vendor.

You should activate the checkbox 'send email notifications' in Vendor Card to notify Vendor.

Notifications for VIM Validator depend on the settings in the Notifications Events. Typically the FCX System has an invoice stage change notification. Read more about FCX notifications here.

Recurring Bill

Recurring Bills let you automate the process of creating recurring invoices. In the recurring bill, you can assign default expenses and set required financial distribution.

The FCX System will generate recurring invoices at predetermined intervals.

COD Purchase

 We use the Business Purposes (Purchase Category) reference to manage COD Purchases invoicing. In this reference, we describe:

• how to process COD requests from Employees
• do we need to transform the request to a VIM invoice
• do we need to create financial distribution to Employee's expense reimbursement
• what financial account use for allocation
• what GL Code is used to assign a financial entry in the organization's ledger

Commonly we work with COD Purchases that do not require financial distribution in QuickBooks and use them only for managerial accounting in FCX.

We should mark the checkbox 'Transform to VIM Invoice' to create a VIM invoice. Drawing on this setting, the system generates the invoice when submitting a request to the COD of the corresponding purchase category, to be exact, moving from the draft to the pending stage.

Manually

You can create VIM Invoices manually in two ways:

1. Through VIM Invoices reference

2. Through VIM Interface

Learn more about VIM Interface.