Invoice Processing

Overview

Touchretail have introduced a completely electronic method of processing Statements and Supplier Invoices in the Retail Accounts financial management software. The first set of customers to use this module are AIS member stores that use the AIS CEDARS data export of supplier Statements and Invoices.

As well as importing the header and detail data from the supplier, an image of the original paper document (if one existed) is also imported and stored by Retail Accounts, so that it can be viewed in the Supplier’s account in the Purchase ledger.

The electronic data import module saves having to key in the Supplier invoices, and ensures that the data in the system is exactly as it left the Supplier.

The module enables the creation of a single Data Delivery Point for multi-branch businesses, with an identifier for each branch code.

Having downloaded the data, it can be checked and verified prior to running the data import routine – a backup directory contains the original of each data import in case of errors during processing. The import file may contain invoices, credit notes, debit notes and reversals of debit notes. When the batch is posted they are registered as unapproved, and from then on the process is exactly the same as hand-typed documents.

The electronic image of the document is opened by Adobe Acrobat by clicking the ‘zoom’ button in the transaction view, which will also allow the document to be printed.