Receipt-Based Invoice Processing

1. Overview

2. How to Enable

3. Receipt Number Linking

4. Receipt-Based Invoice Processing

5. Invoice and Receipt Amount Comparison

6. Approval Behavior

Overview

Receipt processing in Centime supports two complementary capabilities:

Automatic receipt selection

• Identifies the most likely receipt using receipt reference and memo matching.
• Automatically selects a receipt when only one receipt is available.
• Allows users to override the selection.
• Provides searchable receipt details and status information.

Receipt-based invoice processing

• Uses receipt lines and coding as the primary source for invoice processing.
• Allows users to modify receipt-derived lines.
• Posts the bill directly against the selected receipt.
• Provides real-time visibility into invoice-versus-receipt variances.
• Can be enabled globally or for individual suppliers.

How to Enable

This workflow can only be enabled for Netsuite & Sage Intacct PO users upon request. It can be configured at either of the following levels:

• Global: Enabled for all suppliers.
• Supplier-specific: Enabled only for selected suppliers.

Receipt Number Linking

When a Purchase Order (PO) is selected on an invoice, Centime retrieves the receipts associated with that PO and uses the following logic to automatically select a receipt:

1. Receipt reference number match
   If the receipt reference number extracted from the invoice matches a receipt in the ERP, that receipt is automatically selected.
2. Receipt memo match
   If no receipt reference number match is found, Centime checks the receipt memo for an exact match.
3. Single receipt
   If the associated PO has only one receipt, that receipt is automatically selected.

If no receipt can be identified using the matching logic and multiple receipts are available, the user can select the appropriate receipt manually.

Note - A PO must always be selected before receipts are displayed.

Selecting a Receipt Manually

Users can override the automatically selected receipt and choose another receipt from the available receipts associated with the PO.

The receipt dropdown displays:

• Receipt Reference Number
• Associated PO Number
• Receipt Status
• Unbilled Amount
• Created Date
• Memo

Receipt numbers are searchable, similar to PO numbers.

Receipt Statuses

Receipt-Based Invoice Processing

When this functionality is enabled, the selected receipt becomes the primary source of truth for invoice line-item processing.

Once a receipt is selected:

• All lines from the receipt are loaded into the invoice summary line table.
• Coding information associated with the receipt is populated into the corresponding invoice lines.
• Users can modify the receipt-derived lines before posting.
• The Line Matching tab is removed.
• When the invoice is posted, the bill is posted directly against the selected receipt.

WARNING: Editing Receipt-Derived Lines

Users can modify receipt-derived line items before posting. However, If a line is deleted and a new line is added, the new line is currently treated as an independent bill line and is not automatically linked to a receipt line.

Invoice and Receipt Amount Comparison

When receipt-based processing is enabled, Centime displays both:

• Receipt Total
• Invoice Amount

The Invoice Amount is displayed directly below the Receipt Total.

Variance Indicators

Centime compares the Invoice Amount with the Receipt Total.

• Matching totals: Invoice Amount is highlighted in green.
• Different totals: Invoice Amount is highlighted in red.

The variance indicator updates in real time as users modify invoice line values.

The selected receipt number(s) are displayed adjacent to the invoice line table for easy reference.

Approval Behavior

The Require Approval on Matched PO Invoices setting determines whether approval is required when invoice and receipt/PO totals match.

• Setting = Yes: Approval is triggered even when the invoice and receipt/PO totals match.
• Setting = No: Approval is not triggered when the totals match.

This allows customers to determine whether matched invoices should still pass through their configured approval workflow.