OCR Invoice Upload Known Facts

1) IMPORTED INVOICES MATCH THE VENDOR ITEM NUMBER IN THE ACTIVE INVENTORY ITEM

• • If the vendor substitutes an item and it has a different item number, it will come over as a red item on the invoice and will need to be matched off to the existing item in the inventory database.
  • If the vendor does not provide an item number on their invoices, one will be created.
    • For example, a Tax item would get a VIN of “TAX” which would need to be built as an item to be recognized in an invoice moving forward.
  • For menu engineering purposes, if there is an item that is purchased from multiple vendors, it will be created as one active item with multiple vendors. An associated item number for each vendor will be entered into the active item which will allow it to match as invoices are scanned.

2) PURCHASE UNITS WILL MATCH FROM THE INVOICE TO THE INVENTORY ITEM

• • If the purchase unit on the invoice is a case, it will match to case when invoice is uploaded.
  • If the invoice has a unit that is not available in the inventory item, it will show on the imported invoice as "Not Found" and will need to be added as a purchase unit in the item to accept and save.

3) VENDOR MAPPING NEEDS TO TAKE PLACE THE FIRST TIME AN INVOICE IS UPLOADED FOR THE VENDOR

• • If a vendor is not present at the time the invoice is scanned, it will appear in ‘Pending Invoices’ as “Unknown Vendor.”
    • If there is an Unknown Vendor:
      • Add the new vendor to Back Office
      • Go to the Pending Invoice and select the vendor from the drop-down
      • Select “resend” to send the invoice back for processing based on the vendor settings
      • All pending invoices for that vendor will clear out of pending and be sent back for processing
        • NOTE: If you are a multi-unit location and one unit adds a vendor and resends the invoice, it will automatically remove any unknowns for that same vendor and send them back through for processing at all locations
    • Once the vendor has been mapped, it will automatically process per the vendor settings moving forward.

4) ACTION REQUIRED INVOICES ARE ONES THAT CANNOT BE PROCESSED IN THE CURRENT STATE OF THE UPLOADED INVOICE

• • Unknown Vendor:
    • Add the new vendor to Back Office
    • Go to the Pending Invoices and select the vendor from the drop-down menu
    • Select “resend” to send the invoice back for processing based on the vendor settings
  • Missing Unit Vendor:
    • Go to the existing Group Vendor and add the unit to the group vendor
    • Go to Pending Invoices and select the vendor from the drop-down menu
    • Select “resend” to send the invoice back for processing based on the vendor settings
  • Reupload Required:
    • Invoice could not be processed and needs to be deleted and uploaded again
    • These cannot be resent for processing without a new upload
    • Invoices will be flagged for reupload required for the following reasons:
      • Blurry
      • Not an Invoice
      • Cut off or missing pages
      • No invoice total
    • The reason for the reupload requirement will be listed out in the notes section of the pending invoice

5) UPLOAD PROCESSING EXPECTATIONS

• • Invoices will be processed within 24 hours of a successful upload.
  • Uploads that are not successful and require additional attention (unknown vendor, missing unit vendor and reupload required) will populate in pending quickly so you can resolve the issue and resend to initiate the processing deadline.
  • If the time exceeds the allotted 24-hour timeframe, contact a Client Advisor to report the issue.

6) DISTRIBUTING GL INVOICES TO MULTIPLE GLS

• • To distribute GL invoices to multiple GLs, use the GL stamp on the invoice and write the GL number and amount of distribution for each GL.
  • These vendors must be marked as GL distributed in the vendor profile.
  • The total of the stamp must match the total invoice amount to ensure the full invoice has been allocated.
  • The stamp needs to be placed in a clear spot and not over other writing to ensure it is legible and easy to read.
  • Stamped invoices must be uploaded to the Profit Center OCR uploads with the “Stamped Invoice” selection checked.
    • NOTE: Stamped invoices cannot be sent to the email address, they must be uploaded to the site with the stamped invoice selection marked. This is how the system communicates that the stamp needs to be read for those invoices.

7) GL DISTRIBUTING COG’S INVOICES

• • If Cost of Goods invoices are going to be GL coded and not itemized the Client Advisor must be notified so they can activate the “Categorized Invoice” feature.
  • Distribution will code off the invoice summary page. The summary page MUST be adjusted by the vendor to match the GLs in RASI (produce, dairy, meat, etc..).
  • If the vendor cannot accommodate the customization of the summary page, the invoice will need to be stamped indicating the GL breakdown with the amount that needs to be allocated per GL.
  • Once this feature is on, the ability to hit “Categorized Invoice” will be available for Itemized invoices in the vendor profile.

8) UPLOADS CAN BE SENT VIA EMAIL INSTEAD OF SCANNED DIRECTLY

• • The customized email address can be found on the OCR Upload page.
  • Best Practices is to add a new contact in your email folder and attach the customized email address to that contact.
  • Emails need to be directed to the upload email. Emails sent with the upload email as a “CC” and not a direct “TO” will not be received or processed.
  • Emails can be sent directly to or forwarded to the custom email address.
  • Emails must contain an attached image file or a PDF of the invoice. Password protected PDF’s will not be accepted. Accepted image files include: PNG, JPG, or PDF
  • Use the “Vendor Request to Email Invoices Template” in Education and Training to communicate what is needed for successful email uploads to your vendors.

9) INCORRECT VENDOR MAPPING

• • If a vendor is incorrectly mapped, reach out to the Back Office team to remove the mapping.
  • Once complete, select the correct vendor from the invoice and hit “resend” to update the mapping.
  • Invoices will be processed to the correct vendor and populate back into ‘Pending Invoices’ once complete.

10) KEG DEPOSITS

• • Keg deposits and returns will be broken out on the invoice and coded to the keg items created in the inventory item in Back Office
    • If it is a deposit, it will debit the expense GL in the inventory item
      • These will come over as keg_deposit
    • If it is a return, it will credit the expense GL in the inventory item
      • These will come over as keg_return

11) STATEMENTS

• • If you have a statement for a vendor and do not have an invoice that goes with the statement, you can scan the statement in for processing
    • The vendor must be set as GL Distributed. If a statement is sent to OCR for an itemized vendor, it will come back as ‘Reupload Required’
  • The invoice will come back to the total of the statement
  • If it needs to be coded to multiple GLs, the stamp can be used to line out the GL disbursement.
    • NOTE: If the stamp is used, the “Stamped Invoice” option must be used when uploading the invoice