Introduction
The batch splitter has been designed to allow accounts payable (AP) staff to change & improve their processes for invoice management.
This facility allows AP to manage:
- Invoices delivered by post
- Control and log each invoice that ‘enters the building’
- That need to be sorted by hand to direct them to the appropriate property manager
The batch splitter is intended to be used for just a few months in the initial phases of paperless invoicing. Your company's implementation plan will include guidance on switching contractors to online upload of their invoices. There will be some contractors for whom at the moment it is not possible to support electronic delivery, for example, electricity providers so it will still be used for suppliers that cannot deliver electronically.
Daily Process
Open and Organise the post into batches of invoices. We recommend the following:
- Sort the post into small packs of invoices. We would recommend no more than 30 invoices per pack.
- Ensure double-sided invoices are split out from the pack.
- Scan these invoices into a single PDF file
- Store the file in the Dwellant Invoice Upload Folder
Batch Scan Management
From the Invoices menu – select “Batch Scan Management”
Note: (You will need to be part of the “Accounts Payable” group in order to see the Batch Scan Management option. Talk to your Administrator if you need access)
The Batch Scan Management shows a filter Scan Batch State
Uploaded – These are files that have been uploaded but have not yet been processed.
Splitting – Files that are partially completed
Split Complete – Completed files
By default – the list show newly uploaded files, and the most recently completed files.
The Upload Batch button allows you to browse and upload invoice files. Note that these uploads are limited to an 8mb file size. Larger files need to be uploaded
The Select Action… menu, Allows you to Display the file, Delete the file. If the file is in the Uploaded and Splitting states - Split and Index
SEE - Split and Index article for more info