Invoice Settings

The Invoice Settings page lets you control how invoice amounts are split and tracked in your system. You can choose how detailed the allocations should be, whether users must match totals, and if they can only use projects from your ERP system.

These settings help make sure invoice data is accurate, easy to manage, and fits the way your team works.

Invoice Settings – Allocations Overview

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Allocation Level

This setting determines the granularity of allocation data that your bot will enter into the accounting system.

• Summary Level Allocation (Selected by default)
  Displays and tracks allocations at a high-level summary only (e.g., total amounts per category).

• Line Item Level Allocation
  Shows allocations at the individual line item level, providing more detailed allocation tracking.

• No Allocation
  Disables allocation tracking entirely. No allocation data will be shown or entered.

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Validate Allocation Total

• Toggle Switch (Off by default)
  When enabled, the system will ensure that the sum of all allocations matches the total invoice amount. This helps avoid discrepancies between allocated and actual amounts.

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Allocate Projects Against ERP Data

• Toggle Switch (Off by default)
  When enabled, users can only select projects that are synced from ERP (Enterprise Resource Planning) data. This ensures data consistency and minimizes manual entry errors.

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Start Allocation Tab

• Options: On / Off (Default: Off)
  Enabling this will display the full allocation tab when working with invoices. This tab allows users to enter detailed allocation types such as:

  • Job

  • General Overhead

  • Purchase Order

  • Work Order

  • Equipment

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Inline Allocation Tab

• Options: On / Off (Default: On)
  When enabled, this feature displays a simplified allocation interface directly under the invoice summary. It provides a quick way to allocate without switching tabs.

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Invoice Settings – Module Overview

The Module tab allows you to turn on or off optional features that enhance invoice processing capabilities.

Modules:

• Enable Purchase Order Processing
  When switched on, the system will enable to Purchase Order module to read and analyze purchase order (PO) documents from vendors.

• Enable Subcontract Functionality
  Activates the Subcontract module to process G702/G703 documents and extract data from subcontracts.

• Purchase Order Line Item Matching Tab
  Adds a tab on the invoice screen that lets users view and match PO line items with invoice line items side by side. Helps ensure accurate invoice-to-PO matching.

• Enable Job Setup
  Enables the Job Setup module to create and manage job codes and budget line items directly in the system.

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Invoice Settings – Configuration Overview

The Configuration tab gives you detailed control over how invoices are validated, displayed, and processed.

Key Features:

• Validation of Sum Total
  Ensures the total invoice amount matches the sum of all line items before approval.

• Auto Invoice Split
  Automatically splits invoices that have multiple pages. You can turn this off if not needed.

• View Line Items
  Lets users see the individual line items of an invoice.

• Receive Automation Failure Email
  Sends email notifications when an invoice automation process fails.

• Validate Against PO Data
  Adds checks against purchase order data. Options:

  • Off

  • Validate only PO number

  • Validate both PO number and vendor info

• Enable Duplicate Checking
  Flags invoices as duplicates if the vendor and invoice number match a completed one. You can choose to check only completed invoices.

• Line Items Table
  Displays a grid-style view of line items by default instead of a form view.

• Disable Document Split for Vendors
  Lets you stop invoice page splitting for specific vendors by selecting them from the list.

Saving Settings

• After making changes, click the Save button at the top right of the screen to apply your settings.