Automatic Invoice Intake

Using the Automatic Invoice Intake system, when a vendor emails a scanned (.PDF format) Payable Invoice to your unique WorkSpace email address, the emailed Payable Invoice will automatically import into your WorkSpace account.

You may also set up your scanner to scan Payable Invoices to your WorkSpace email address for automatic import.

1. Contact support@workspace.cc to have a unique email address set up for your company.
2. Once your email address has been set up, instruct vendors to email their Payable Invoices (in .PDF format) to your newly created email address.
3. As emailed .PDF Payable Invoices are received, they will be automatically deposited into your WorkSpace account, ready for the person in the Admin Review and Approve Workflow role to add Payable Invoice details.
   • Note: Emailing multiple .PDF files attached to a single email will result in a new invoice entry created for each .PDF. For example, if you send two .PDF files in a single email to an intake address, the system will create two new invoices in WorkSpace.
4. For Payable Invoices that are received in hard copy, there are two ways you can process them:
   1. Scan the Payable Invoice, save it to your computer, and input it manually.
      • Note: See the Manually Creating a New Payable Invoice article for reference.
   2. If your scanner can direct scanned documents to an email address, program your WorkSpace email intake address into your scanner (this may need to be programmed by your scanner's service technician), then scan the hard copy Payable Invoice and send it to your email intake address. For multiple Payable Invoices, insert a blank piece of paper between Payable Invoices and scan the stack. WorkSpace will automatically set up a new Payble Invoice each time it detects a blank page.
      • Note: WorkSpace recommends a maximum of 50 pages, including blank pages, per upload.

Manually Creating a New Payable Invoice

This feature will allow you to manually create a new Payable Invoice.

Note: For a video tutorial click here.

1. From the Accounting menu, click Accounts Payable.
2. From the Accounts Payable page, click the Add Invoice button.
3. Once the Add New Payable window has opened, complete the form presented:

4. Click the Save button.
5. Once you save the Payable Invoice, you will be directed to the single-screen Edit A/P Invoice window. Here, those users in Admin Review and Approval Workflow roles can add additional invoice details and distributions. Please see the article Adding Payable Invoice Details and Distributions for more information. The Payable Invoice will now be visible under the Pending tab of the Accounts Payable page.

Adding Payable Invoice Details and Distributions

This feature will allow the person in the Admin Review and Approve Workflow role to add Payable Invoice details such as Business Unit, Workflow, Invoice Number, Expense Period, and GL Coding.

Note: For a video tutorial click here.

1. From the Accounting menu, click Accounts Payable.
2. From the Accounts Payable page, ensure the applicable accounting company is selected in the drop-down list at the upper-right corner of the page.
3. From the Accounts Payable page, click the Invoice# that you desire to add Payable Invoice details/distributions to.
4. From the Edit A/P Invoice page, navigate to the Primary Information section and complete the fields presented:

5. Navigate to the Invoice Distributions section and complete the fields presented:

6. Click Add another distribution and repeat the above steps until the full amount of the Payable Invoice is distributed.
7. Click Save.
8. You have now added Payable Invoice details and Distributions to the Payable Invoice.

Approving a Payable Invoice

This feature will allow you to approve a Payable Invoice.

1. From the Accounting menu, click Accounts Payable.
2. From the Accounts Payable page, click the Invoice# of the Payable Invoice that you desire to approve.
3. From the A/P Invoice [Invoice Number] page, click the Actions button and select Approve or Approve & Comment if you desire to provide comments regarding the approval.
4. The status of the Payable Invoice has been updated to Approved and is now visible on the Approved tab of the Accounts Payable page.

Placing a Payable Invoice on Hold

This feature will allow you to place a payable invoice on hold.

1. From the Accounting menu, click Accounts Payable.
2. From the Accounts Payable page, click the Invoice# of the applicable payable invoice.
3. From the Invoice Details page, click the Actions button and select Hold.
4. Once the Hold Invoice window opens, enter a description or other pertinent comments in the Comments... box.
5. Click Hold Invoice.
6. The invoice has now been placed on Hold and will appear in the On Hold tab of the Accounts Payable page. It will need to be Released in order to move through the workflow. Please see the article Releasing a Payable Invoice on Hold.

Releasing a Payable Invoice on Hold

This feature will allow you to release a payable invoice that has been placed on hold.

Please note: Only the user who placed the invoice on hold or an Accounting Administrator can release the invoice.

1. From the Accounting menu, click Accounts Payable.
2. From the Accounts Payable page, click the On Hold tab.
3. From the On Hold tab, click the Invoice# of the invoice you wish to Release.
4. From the Invoice Details page, click the Actions button and select Release.
5. Once the Release Invoice window opens, enter a description or other pertinent comments in the Comments... box.
6. Click Release Invoice.
7. The invoice has now been Released and will appear in the My Invoices tab of the Accounts Payable page (For reference, please also see the article Placing a Payable Invoice on Hold).

Voiding a Payable Invoice

This feature will allow those in the Admin Review and Approve Workflow Role to void a Payable Invoice.

1. From the Accounting menu, click Accounts Payable.
2. From the Accounts Payable page, click the Invoice# of the Payable Invoice that you desire to void.
3. From the A/P Invoice [Invoice Number] page, click the Actions button and select Void.
4. Once the Void Invoice window has opened, enter any comments within the textbox regarding why the Payable Invoice has been voided.
5. Click the Void Invoice button.
6. The status of the Payable Invoice has now been updated to Voided.
   • See the Searching for a Payable Invoice article for information on how to search for a voided Payable Invoice.

Bouncing a Payable Invoice

This feature will allow an approver of a Payable Invoice to send it back to the AP Admin to modify or void. Bouncing is commonly used when the Payable Invoice was coded incorrectly.

1. From the Accounting menu, click Accounts Payable.
2. From the Accounts Payable page, click the Invoice# of the Payable Invoice that you desire to bounce.
3. Fom the A/P Invoice [Invoice Number] page, click the Actions button and select Bounce.
4. Once the Bounce Payable Invoice window has opened, enter any comments within the textbox regarding why the Payable Invoice has been bounced.
5. Click the Bounce Invoice button.
6. Your Payable Invoice has now been bounced back to the AP Admin.
   • Note: If the Payable Invoice is modified, it goes back through the Approval Workflow to ensure that all approvers are aware of the final changes.

Adding a Comment to a Payable Invoice

This feature will allow you to add a comment to a Payable Invoice.

1. From the Accounting menu, click Accounts Payable.
2. From the Accounts Payable page, click the Invoice# of the Payable Invoice that you desire to add a comment to.
3. From the A/P Invoice [Invoice Number] page, click the Actions button and select Comment.
4. Once the Comment on Invoice window has opened, enter your comment within the Comments textbox.
5. Click the Save Comment button.
6. Your comment has been added to the Payable Invoice.

Adding an Attachment to a Payable Invoice

This feature will allow you to add an attachment, such as an image or .PDF file, to a Payable Invoice.

1. From the Accounting menu, click Accounts Payable.
2. From the Accounts Payable page, click the Invoice# of the Payable Invoice that you desire to add an attachment to.
3. From the A/P Invoice [Invoice Number] page, click the Actions button and select Add Attachment.
4. Once the Add New Attachment window has opened, click the Browse button, navigate to the desired file on your computer, and then click Open.
5. Enter any comments regarding the attachment within the Comments textbox.
6. Click the Save Attachment button.
7. From the A/P Invoice [Invoice Number] page, click the Attachments tab.
8. Your new attachment will now be visible in the list of attachments.

Marking a Payable Invoice as Urgent

This feature will allow you to mark a Payable Invoice as urgent. Marking a Payable Invoice as urgent moves the Payable Invoice to the top of the list and is particularly useful for those with quick turnaround times, such as utility bills.

1. From the Accounting menu, click Accounts Payable.
2. From the Accounts Payable page, click the Invoice# that you desire to mark as urgent.
3. From the A/P Invoice [Invoice Number] page, click the drown-down list for the Is Urgent field and select Yes.
4. Click the Save button.
5. Your Payable Invoice has now been marked as Urgent, which is indicated by a red exclamation point next to the Status field on the Accounts Payable page.

Assigning an Outside Approver to a Payable Invoice

This feature will allow you to assign an ad-hoc approver to a payable invoice.

1. From the Accounting menu, click Accounts Payable.
2. From the Accounts Payable page, navigate to the appropriate invoice that you desire to assign to an outside approver and click the Invoice#.
3. From the A/P Invoice [Invoice#] page, click the Actions button and select Assign from the drop-down list.
   • Note: The ability to assign to an outside approver is only available beginning in the 2nd step of the workflow after the invoice has been properly coded for approval.
4. Once the Assign To Outside Approver window has opened, complete the form presented:

5. Click the Assign Invoice button.
6. The payable invoice has now been assigned to the designated outside approver.
   • Note: The outside approver will receive a prompt email (copying the assignor) notifying the assignee of the new invoice to approve.
   • Note: When a payable invoice has been assigned for outside approval, the History tab of the A/P Invoice [Invoice#] page displays two record entries with the status of Pending and Assigned indicating the payable invoice is awaiting outside approval. Once the outside approver has approved the payable invoice, the payable invoice will be routed back to the assigner to continue the approval workflow, and the change in status will also be reflected in the history tab preserving the record.
   • Note: When a payable invoice has been assigned for outside approval, the Workflow tab of the A/P Invoice [Invoice#] page displays a new step directly after the step it was assigned from. The new step in the workflow will be noted as "Ad-hoc Approver" with the assignees name listed. When the invoice is sent back to the assignor, the "Ad-hoc" step in the Workflow tab will revert back to only display the standard workflow. All history of the assignment to an outside approval will still remain in the History tab.
   • Note: An invoice assigned to an outside approver is treated like an invoice in any other step of a workflow in that only the outside approver (or Accounting Admins) will be able to move the invoice from an outside approval step back to the original workflow. Once a user assigns to an outside approver, the user must await approval and is unable to move forward until the invoice is returned back to the original assignor.

Searching for a Payable Invoice

This feature will allow you to search for a Payable Invoice.

1. From the Accounting menu, click Accounts Payable.
2. From the Accounts Payable page, click the Search button.
3. Upon clicking the Search button, complete the form presented:

4. Click the Show Results button.
5. From the Payables: Search page, you will see the results of your search.
6. If applicable, click the Export button to export the search results in .CSV format.
7. Once the Opening payables-export.csv window has opened, select Save File to save the file to your computer or select Open with to view the file, and then click OK.
8. Your search results have now been exported.

Creating a New Payable Invoice Workflow

This feature will allow a user with the Accounting: Administrator role to create a new Payable Invoice Workflow.

1. From the Accounting menu, click Settings.
2. From the Accounting Settings page, navigate to the Accounts Payable section and click Workflow Editor.
3. From the Account Settings: Workflows page, click the New Workflow button.
4. Once the Add New Workflow window has opened, complete the form presented:

5. Click the Save button.
6. From the Account Settings: Workflows page, click the Title of the newly created Workflow.
7. From the Account Settings: Workflows [Workflow Title] page, click the Actions button and select Add Step to create additional steps to your Workflow.
   • Note: The steps must be added in approval order.
8. Once the Add New Step window has opened, complete the form presented:

9. Click the Save button.
10. Repeat steps 7-10 until you have added all desired approval steps to your new Workflow.
11. Your new Workflow is now defined and will be visible in the list of available Workflows.

Editing Title & Description of a Payable Invoice Workflow

This feature is available to users with the Accounting: Division Admin or Accounting: Corporate Administrator role.

1. From the Accounting menu, click Settings.
2. From the Accounting Settings page, navigate to the Accounts Payable section and click Workflow Editor.
3. From the Accounting Settings: Workflows page, click the Title of the Workflow that you desire to edit.
4. From the Accounting Settings: Workflows [Workflow Title] page, click the Details tab, navigate to the Name field in the Primary Information section, and then enter the desired title for the Workflow.
5. From the Accounting Settings: Workflows [Workflow Title] page, click the Details tab, navigate to the Description field in the Primary Information section, and then enter the desired description for the Workflow.
6. Click the Save button.
7. Your changes to the title and/or description of the Workflow have now been saved.

Adding a Step to a Payable Invoice Workflow

This feature will allow a user with the Accounting: Division Admin or Accounting: Corporate Administrator role to add a step to an existing Payable Invoice Workflow.

1. From the Accounting menu, click Settings.
2. From the Accounting Settings page, navigate to the Accounts Payable section and click Workflow Editor.
3. From the Accounting Settings: Workflows page, click the Title of the Workflow that you desire to add a step to.
4. From the Accounting Settings: Workflows [Workflow Title] page, click the Actions button and select Add Step.
   • Note: Steps must be added in approval order.
5. Once the Add New Step window has opened, complete the form presented:

6. Click the Save button.
7. Repeat the above steps until you have added all desired Approval Steps to your new Workflow.

Removing a Step from a Payable Invoice Workflow

This feature will allow a user with the Accounting: Administrator role to remove a step from an existing Payable Invoice Workflow.

1. From the Accounting menu, click Settings.
2. From the Accounting Settings page, navigate to the Accounts Payable section and click Workflow Editor.
3. From the Accounting Settings: Workflows page, click the Title of the Workflow that you desire to remove a step from.
4. From the Accounting Settings: Workflows [Workflow Title] page, select the checkbox next to the Sequence of the step that you desire to remove.
5. Click the Actions button and select Remove Step.
6. The step has now been removed from the Workflow.

Assigning a Workflow to a Payable Invoice

This feature will allow you to assign a Workflow to a Payable Invoice.

1. From the Accounting menu, click Accounts Payable
2. From the Accounts Payable page, click the Invoice# that you desire to assign a Workflow to.
3. From the A/P Invoice [Invoice#] page, click the drop-down list for the Workflow field and select your desired Workflow.
4. Click the Save button.
5. The Workflow has now been attached to the Payable Invoice.

Creating a New Batch of Payable Invoices

This feature will allow you to create a new batch of Payable Invoices.

1. From the Accounting menu, click Accounts Payable.
2. From the Accounts Payable page, click the Expand button in the upper-right corner and then click the Approved tab.
3. Add the approved distributions to a batch:
   • Select the checkboxes for the Invoice Distributions that you desire to add to your batch.
   • Alternatively, you can batch in bulk by clicking the Actions button and selecting the accounting system. At the prompt, click the OK button, and all of the distributions will be checked.
   • Note: Please make sure batches do not exceed 200 distributions to avoid any issues when exporting.
4. Click the Actions button and select Add to Batch.
5. Once the Add Distributions To Batch window has opened, complete the form presented:

6. Click the Add to Batch button.
7. Your Payable Invoices have now been added to your new batch.
   • Note: If applicable, click the Export to PDF button to export the Payable Invoices in your new batch to .PDF format for quick comparison.

Editing a Payable Invoice in a Batch

This feature will allow you to remove a payable invoice from a batch by bouncing it so it can be edited and then included in the batch. If you simply need to remove the payable invoice altogether, follow the instructions in the article Removing Payable Invoice Distributions from a Batch.

1. From the Accounting menu, click Accounts Payable and then click Batches.
2. From the Batches page, click the batch name that contains the payable invoice that you desire to remove.
3. From the Batch [Batch Name] page, click the applicable payable invoice number.
4. From the Payable Detailspage, click the Actions button and select Bounce.
5. Once the Bounce Invoice window has opened, enter any applicable comments in the Comments ... textbox regarding why the payable invoice has been bounced.
6. Using the Notify drop-down list, select who will receive a notification about the bounced invoice.
7. Click the Bounce Invoice button.
8. The payable invoice has now been bounced back to the AP Admin.
   • Note: After successful completion through the approval workflow, the batch will be available for export.

Removing Payable Invoice Distributions from a Batch

This article will teach you how to remove distributions from a batch of payable invoices. Follow these instructions if you simply need to remove a payable invoice from a batch. If you need to remove a payable invoice in order to edit it to include in a batch, follow the instructions in the article Editing a Payable Invoice in a Batch.

This feature allows for the removal of distributions from a batch in the event of error, or when there are excessive distributions causing a problem with exporting a batch.

Note: Please make sure batches do not exceed 200 distributions to avoid any issues when exporting.

1. From the Accounting menu, click Accounts Payable, then click Batches.
2. From the Accounts Payable: Batches page, click the applicable Batch Name that you want to remove distributions from.
3. From the Batch: [Batch Name] page, click the checkbox(es) next to the distribution(s) you wish to remove.
   • Note: If there are multiple distributions for one invoice, they must all be removed together or not at all.
4. Click the Actions button and select Remove Distribution(s).
5. Click OK in the confirmation pop-up window.
6. The Payable Invoice(s) of the distributions that were removed have been moved to the Approved tab of the Accounts Payable page, and can now be re-batched.

Exporting a Batch of Payable Invoices

This feature will allow you to export a batch of payable invoices.

1. From the Accounting menu, click Accounts Payable, then click Batches.
2. From the Accounts Payable: Batches page, click the Batch Name that you desire to export.
3. From the Batch: [Batch Name] page, click the Actions button and select Close.
4. The status of your batch has now been updated to Closed and is ready for export.
   • Note: Batches must be closed before they can be exported.
5. From the Batch: [Batch Name] page, click the Actions button, select Export, and then select the desired format for your export file.
   • Note: If the batch includes invoices with distributions to Business Units that you do not have access to, there will be a banner at the top of the batch that tells you the amount of the batch that has been redacted from your view. You will not be able to export a batch that has been redacted.
6. Once the Opening [File Format] window has opened, select Save File and then click OK.
7. The batch export file will now begin downloading.
8. Once the file has completed downloading, import the saved batch export file into your accounting system.