TABLE OF CONTENTS

• Access to VIM Interface
• List of Invoices
• Invoice View Area
• Document preview area

VIM Interface is your workspace to organize Vendor invoices processes. With VIM Review Interface, you can easily create an invoice, check the invoice stage, manage the process of invoice validation and approval.

You can also organize your work with VIM Invoices using another VIM dashboard — Invoices. The dashboard represents a web version of VIM Invoices reference.

Access to VIM Interface

Employees of FSM Financial user group have full access to VIM Invoices reference and VIM Interface as well. VIM Validators and Approvers belong to FSM Financial user group.

• VIM Validator is the Employee with a corresponding role.
• Approver is identified from the Invoice Category.

To open VIM Invoices Interface, go to the Homepage and click on 'VIM' item.

List of Invoices

General Info Displayed in Invoices List

The VIM Interface includes several areas.  A list of invoices occupies the left part of the interface. Here we display all basic information of invoices. There is also a search bar and tools above the list. 

We group invoices by the responsible user and join them by the invoice stage.

The responsible user can be:

1. An Employee, who created an invoice. His group of invoices includes draft invoices.

2. A VIM Validator. He will see invoices at all stages.

3. An Approver. His list of invoices consists of under-approval invoices.

So if you have created an invoice, you have the role 'VIM Validator'. Also, you are the Approver, so you will see an advanced list of invoices.

There is a separate group – others. We put into this group:

• all invoices in progress, but you are not responsible for them
• all invoices that haven't been paid yet

The  'Others' group is displayed only for VIM Validators.

A Class filter can be applied to the VIM Validator Employee Role. If so, all invoices for this class are available to the validator in the VIM Interface, as well as invoices for which no class is specified.

If you are a VIM Validator or an Approver and substitute for another Validator or Approver, you also see their invoices in the VIM Interface.

Info Shown per Item in Invoices List

This interface shows only the most essential info, while most is shown in the details seen when you select a specific Invoice.

The info which can be shown includes:

• Invoice Date (more on this in a moment)
• $ Total
• Invoice Number
• Vendor
• Special Type: Recurring, COD or blank

Above we said these pieces of info could be shown, because there may not always be something to show for them. This applies to Non-COD Vendor Invoices ("bills") received from the FCX email auto-capture service. 

For Non-COD invoices from email capture, Fieldclix AI reads the attachment and fills Invoice #, Invoice Date, Total Invoice, and tries to set Vendor automatically.

• Matching uses Account Number + vendor name, then exact name / Print Name, then sender Email Domain — details: How to create a VIM Invoice → How the system selects a Vendor.
• If several vendors match (or none do), Vendor stays empty — open the invoice, use Description → AI-extracted Fields, and pick the vendor.
• Always confirm Total Invoice against the PDF (amount owed, not an early-pay discount line).

Vendor can still be found from Email Domain alone when that is the only unique match; forwarding often breaks the sender domain, so name and Account Number matter more.

Also note that the Validator can, of course, change details for an invoice during Validation, which will change what is shown in this list.

In particular, you should keep in mind the source of the "Invoice Date" shown for each Invoice item in this list. The following are all true:

• For Non-COD VIM Invoice: Invoice Date is by default the date of capture
• For COD VIM Invoice it is the Purchase Date entered by the submitter
• The Invoice Date can be changed by the Validator during validation
• If the Validator changes the Invoice date, the date shown in the VIM Review Interface updates accordingly

Invoice View Area

The main work area is the invoice view area. It is a simple version of the Invoice Card - where you can find all invoice information, open related references, change invoice stage. The one thing that is not available is invoice editing. This requires the opening of an invoice reference record.

Document preview area

To the left side of the Invoice Card area is an area of the document preview.