Searching for an Invoice

How to track your invoice where you are using Invoice Automation and Wholesaler ERP Payables.

This article is for anyone using the Lentune Invoice Automation module in conjunction with the Lentune ERP Payables module, and your integration type is set to Lentune. This means that you are paying your suppliers from Lentune rather than from another program, e.g. Xero."

If you're having trouble locating what processing stage an invoice is at, you’d usually expect to see it from either the Invoice search screen or the Invoice process screen and from there be able to ascertain where it is.

Search Invoices

• Start at Invoice Automation > Invoices and search for the invoice. You can search by Supplier, or several other criteria from the Advanced search options.

If you can see a batch link for the invoice in the Batch column, this indicates that the invoice was previously on the process screen and has since been processed into a batch. If this is the case:

• Click the batch link to go into that batch.

When you export a batch, you'll see an integration result for each line item. there will be either a tick or a cross by each line to show whether it was successful or not.

Therefore if the invoice has already been exported successfully, you’ll see a tick on the right hand side of this invoice line.

If there's no integration result:

• Go to Payables > Payable Invoices and search for invoices.

If you can’t see it there, it’s possible that the invoice has been exported, but the Invoice batch interface may possibly have been set to something other than Lentune. In that case, it would show that it was exported but there would be no integration result.

To check this:

• Return to the Invoice batch (as above), and ensure that the field for Invoice batch interface it is set to the Lentune.
• Click the Export Analysis button again.
• Now re-check if there is a tick in the Results column to show a successful result.

Now search the Payable invoices again, and you'd expect to find the invoice there.

If there is no batch link from the Invoice screen:

When you look in the Invoice search screen and there isn’t a batch link for the invoice, then that invoice may be part way through the process. In this case:

• Click to the Process tab of the invoice to view the Header details of the invoice. Here you can view details for the following stages:
  • Entered date: The date the invoice was imported to Lentune,
  • Transaction date: The date saved on the invoice.
  • Checked date and time: If there is a date here, the invoice has been checked and should be on the Approve screen, unless there is an approved date.
  • Approved date and time: If there is a date here, the invoice has been approved, so is should be on the Batch screen, unless there is a Processed date.
  • Processed date and time: If there is a date here, the invoice has been batched, so it will be sitting in a batch.

These details can help to ascertain what stage the invoice is at in its processing journey.

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