Credia Extract is a Credia Plus feature
This feature is only available for Credia Plus package users. If you would like to learn more about Credia Plus, you can contact your Account Manager or leave a contact request here.

Introduction

You can now process expense invoices in bulk using Credia Extract: Invoices which is a feature that allows you to automatically process expense invoices by extracting key information from invoice files. This saves significant time compared to manual entry of invoice information.
 

Upload invoice files to Credia

There are three ways to add expense invoices for processing via Credia Extract: Invoices:

1. Direct upload: Upload your invoice files via drag and drop in the Process Expense Invoices screen
2. My Inbox: and an integrated email address. Add invoice files from the email to the Credia Action Panel and send to Credia
3. Email upload: send invoices to Credia via your dedicated Re-Leased email forwarding address

Directly upload invoices

• Navigate to Accounting > Process Expense Invoices
• Click Process with Credia
• Drag & drop files or use file selector
• Click Continue

My Inbox and Credia Action Panel

With an integrated email address, you can extract invoices from My Inbox (with a connected Outlook or Gmail integration) or drag and drop an invoice on to the Credia Action Panel to extract the file and send it to the Process Expense Invoices pending table to complete processing with Credia Plus.

1. Extract the invoice. Either;
   • Use the drop down next to the attachment in the email
   • Use the 'Extract' button in the Credia Action Panel
   • Drag and drop a file on to the Credia Action Panel
2. Forward the invoice to 'Process with Credia'
3. To process the invoice you may choose to do it right away or process a batch of invoices at a later date. To continue processing the invoices, navigate to the 'Process Expense Invoices' screen. Either;
   • Click the file name link in the Credia Action Panel
   • Navigate to the Accounting menu → Process Expense Invoices -> Pending table
4. Complete processing the invoices

Email upload

Navigate to Accounting > Process Expense Invoices > click Forward Invoices

• Copy the unique billing group email address from the modal as shown below
• Share this email with your suppliers, or set-up email forwarding rules to forward invoices to this email address
  • NOTE: You can request via support@re-leased.com for your unique email address to modified.
• Invoices listed in the Pending table will display a 'forwarded' label in the 'Uploaded by' column.
• Emails containing invoice PDF files will be automatically processed by Credia and added to the Process Expense Invoices > Pending table to complete processing.

Process expense invoices

Pending and Processed invoices

The Process Expense invoices page contains two tables, a Pending table which lists invoices awaiting processing, and a Processed table containing a list of the invoice files that have been processed and approved or submitted for approval.

• Pending Invoices: Uploaded files awaiting processing or completion.
• Processed Invoices: Completed invoices that have been submitted or approved.

Status Indicators

For pending invoice files:

• Pending (Manual processing only): File has been uploaded but still needs to be processed
• Ready for review (Credia only): Credia extracted but needs verification
• Processing: The invoice is in a queue to be processed by Credia. You can still open the invoice to process in this state
• Failed: Something went wrong while extracting file details

For Processed invoices, the invoice status will be displayed as:

• Draft, Awaiting Approval, Approved, Rejected, or Voided.

Complete Invoice Details

To complete invoice processing, select the invoices to process. You can refine the list of invoices using the filters, and/or use the select boxes left of the Pending table. Then click Process with Credia.

• An invoice preview pane displays the invoice on the left of the screen. Controls along the top of the preview pane allow you to zoom, or rotate the invoice PDF to improve readability if required.
  • Credia extract will automatically populate invoice details on the right of the screen
  • The same capabilities for BPAY, Account and Tax selection are available from the Create an expense invoice page are supported here.
• Fill in required fields on the right (marked with an Asterix).
• For each invoice you can:
  • Approve (available based on your User permission). If an expense limit is in place and exceeded, a modal will ask you to confirm authorization and to leave a reason for approving.
  • Submit for approval which will save the invoice to the Invoice and Expenses page, where they can be viewed under Expense invoices > Awaiting Approval, and if you have approval workflows set-up it will send the invoice via an invoice approval workflow for final approval.
  • Save as draft will save the invoice as Draft under the Invoice and Expenses page, where they can be viewed under Expense invoices > Draft
  • Skip will leave the current invoice unprocessed and move to the next one. The unprocessed invoice will stay in the Pending table
  • Cancel to exit the process and come back later

Process Additional Invoices

• Continue through the remaining invoices
• Skip to come back to an invoice later
• Cancel to exit invoice processing

Creating a new Creditor (Supplier)

If the invoice is for a new Creditor (Supplier), you can create a creditor contact directly from the invoice screen:

• Open the 'From' dropdown field
• Click '+ Add new creditor'
• Type the creditor name and Save

On-charging invoice costs

Invoice by invoice

The most common way to create on-charge invoices is at the time of processing each expense invoice. The on-charge setting will appear in the invoice details panel when:

• adding a tenant to the Related tenancy field or,
• where an Account on one or more line items is linked to an on-charge template for that property

When adding a related tenancy to the invoice details, an on-charge panel will be displayed below. Ignore it if you do not intend to on-charge the cost, or activate the on-charge if you do.

When one or more invoice line items contains an account code that has an on-charge template applied for the property, a Direct on-charge label will appear in the top-right section of the line item. A yellow notification will appear at the bottom of your screen "Direct on-charge rules have been applied to this invoice, please review the on-charge settings"

In either case, you can choose to:

• hold the expense invoice payment until the on-charge cost has been paid by the tenant
• include all attached documents from the invoice to the on-charged income invoice

Holding the expense payment until the on-charge invoice has been paid will disable the Approve button. Click Save and approve. Once the on-charge invoice has been paid, the expense invoice will be approved and paid automatically.

Creating On-charge invoices later:

You can also create on-charge invoices after processing your expense invoices via the Process Expense Invoices > Processed table.

• Find eligible invoices in the Processed tab
• Click the Create invoices link in the On-Charge column
• Confirm creation in the modal dialog

When on-charge invoices have been created, they can be seen in the Processed Invoices table as shown below.

Troubleshooting

Handle Missing or incorrect information

Sometimes Credia cannot identify certain information or may get the information wrong. 

• Required fields will appear blank or information may not be correct
• Check the invoice data for completeness and accuracy
• Populate any missing fields or amend incorrect fields
• Only when all required fields are complete and accurate, Approve, Submit for Approval, Save and continue (or Skip) to the next invoice

If Supplier information is not populated automatically

• The system may not have matched the supplier name on the invoice with the supplier name in your records
• Consider checking and updating the supplier contact name
• Next time you process an invoice from this supplier, these fields are likely to be populated

If Ledger information is missing

• The property may not have been found in your records
• The property record may not have a Ledger associated with it
• Check the property record and update the Ledger information
• This will populate automatically for future invoices

If invoice information is not being picked up at all

• Credia Extract supports PDF, JPG, JPEG, PNG file formats. All other digital formats are not supported.

Conclusion

Credia Extract Invoices helps streamline your invoice processing workflow by automating data extraction.