Finance
Invoice and Credit Management
Reconciling and Authorising are internal processes, ideally with a small team managing. This is best carried out by either the Catering or Finance teams, depending on how the organisation's internal processes work. When reconciling, we recommend checking your invoices frequently to ensure any issues can be logged as soon as possible.
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TABLE OF CONTENTS
Getting Started
- Select the Finance module from the left-hand navigation bar
- Select Invoices & Credits
- Click more (located to the right of the Search and Date functions)
- Use the Status drop-down and select Pending reconciliation (ensure to change your date range if required)
- Click the magnifying glass located to the right of the shown invoices to open
Reconciling
By reconciling, you are internally confirming that the invoice matches the order and there are no issues to record. Those that manage monthly payments will be able to see this status. Within the opened invoice, click on the Actions drop-down and select Reconciled:
The invoice will update showing it has been Reconciled. You will also see the details of who made the change and when.
Not Reconciling
By not reconciling, you are internally advising that the invoice does not match the order and/or there are issues to record. Those that manage monthly payments will be able to see this status. Within the opened invoice, click on the Actions drop-down and select Not reconciled:
You will be asked if you would like to add a note. By clicking Yes (recommended), you will be taken to the Notes tab. From there, choose a reason category that suits best for the issue, add further details and select the product the issue relates to (or leave blank to add a note against the whole invoice). Click the '+' button to add your note:
The invoice will update showing it has been Not reconciled. You will also see the added note(s) and details of who made the change and when.
Don't forget to mark an invoice as reconciled once queries/issues are resolved!
View the Adding Invoice Notes article to learn more on notes. Contact your supplier directly to resolve any issues. Your Account Manager can also support. Marking an invoice as not reconciled does not hold back any payments, this is an internal process only. Contact your Account Manager if you would like to discuss further.
Authorising
Authorising an invoice for payment is another internal process. An optional second level to reconciling. It is profile dependant so if you cannot see this feature but would like to start using it, get in touch with the Pi Helpdesk. Your organisation may be satisfied to use reconciling only, however, this feature is available if needed. Once an invoice has been reconciled, use the Actions drop-down and select Authorise for payment:
The invoice will update to show Authorised, including who made the change and when.
Key | |
 | Pending reconciliation = blank circle |
Reconciled = green tick | |
Not reconciled = red cross | |
Not authorised for payment = grey pound sign | |
Authorised for payment = green pound sign | |
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