Not all eInvoices will be able to be processed automatically. This may affect your existing exception management processes. These principles may help you review and adapt yours:
- Search for the information you need elsewhere in the eInvoices as it may not be in the data field you expect (see principle 2). If you still can't find it in the human-readable version of the eInvoice or attachments, contact the supplier just like you would with any other invoice per your current invoice exception process.
- If you are automatically rejecting eInvoices before manually reviewing them, do not assume your supplier knows what has happened. They may not be able to receive a system-generated rejection message (known as an Invoice Response). Always contact your supplier directly if an eInvoice has been rejected.
- If an eInvoice has been rejected, or requires exception handling, use this as an opportunity to better understand your supplier's situation and educate them on any new requirements. Helping them get it right early will save both you and them time and effort in the future.
Example: exception management
Several of Agency B's suppliers have started sending eInvoices. They are all using similar small business software that does not have a separate field to put the PO number in the eInvoice.
Instead of rejecting the eInvoices, they were all marked as exceptions for manual checking of the human-readable version. An AP team member found they'd all consistently entered the PO number in the Buyer Reference field. They manually adjusted the eInvoices and returned them to the automated workflow. They then contacted all these suppliers, noting there may be a delay in processing.
Agency B updated its system to search for PO numbers in all fields and automatically map it to the right place. This will save both them and their suppliers time and effort in the future.
End of example