There are several ways to record an invoice:
Invoice Inbox – Generate your own email address and have the invoices emailed into Zahara. With our Built-in OCR, you can opt to buy a page count and have the invoices automatically read as well, saving all of the keying in. This is the recommended way of getting invoices into Zahara as the PDF element is handled and most of your suppliers will be emailing you their invoices anyway.
Record against an Order – Our favourite way to record an invoice is to start with the Order. If you head to the purchases list view, you can see the status of the order. You can see if it’s approved and delivered.
In the list view above, all we need to do now is tick the order and click Batch Invoice above. The wizard will then run and you can follow that.
From the invoices Page – The invoices list view page also has two icons for recording an invoice. One is a standard invoice the other is for what we call a grouped invoice. The only difference is that with a grouped invoice you can have a different division per line item. If you have read up on structures, you will know divisions are significant. These icons will cause the wizard to run and you can record the invoice easily.
From the + menu item – You can also record an invoice by simply clicking + and ‘New Invoice’. This is usually the way to record a standalone invoice that perhaps you have scanned or that’s been emailed to you personally. You can either record it standalone or against an order. If you select an order, make sure you import the order lines so it matches.
SmartInvoice – SmartInvoice is our simple Desktop OCR tool for scanning or loading invoices. It’s easy to use and good for medium volumes of say 500 – 1500 invoices a month.
ABBYY FlexiCapture – If you have significant volumes of invoices – say 1500+ a month then our go-to software is FlexiCapture. It allows you to work in Batches and has advanced recognition. As an example, we could find a postcode or Vehicle reg and set a Cost Code or Department ID automatically.