Credia Extract: Invoices

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.

Accessing the Feature

1. Click on the Accounting menu at the top of the page
2. Select Process Expense Invoices
3. Here you can choose to process expense invoices manually or with Credia Extract.

The Expense Invoices page contains two main tables:

• Pending Invoices: Lists uploaded invoices that have not yet been processed
• Processed Invoices: Shows previously uploaded invoices that have been reviewed and saved/approved

Processing Options

You have two options for processing invoices:

1. Manual Processing: Enter all invoice information yourself
2. Automated Processing (Credia Extract): Use the system to automatically extract information from your invoices

Using Credia Extract

Step 1: Upload Files

1. Click the Process invoices button with the Credia icon
2. In the upload files page:
   • Drag and drop files into the designated area, OR
   • Use the file opener to select files
   • You can import individual or multiple files at once
3. Click Continue after loading your files

Credia Extract will automatically identify duplicate invoices if they have been imported and created previously. A message will advise that the file has not been imported.

Step 2: Review Extracted Information

The system will automatically identify and populate the following fields:

• Related property
• Supplier name
• Issue date
• Due date
• Payment reference
• BPAY details if applicable
• Line items (description, quantity, unit price, account type, tax type)
• Ledger (populated from the property's default Ledger)

Step 3: Handle Missing Information

If Credia Extract cannot identify certain information:

• Required fields will appear blank
• Simply populate any missing fields manually
• Save and continue to the next invoice

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' 
• Simply add the creditor name and Save

Step 4: Navigate through multiple invoices

At the bottom of the screen, you'll see your progress e.g., "Invoice 1 of 3". You have several options;

• Cancel: Exit the process completely
• Skip: Move to the next invoice without saving the current one
• Save and copy details: Save the current invoice and copy its details to the next invoice (useful for batches of similar invoices)
• Save and process next: Save the current invoice and proceed to the next one

Step 5: Continue to process invoices

Once you have finished creating all the invoices in Re-Leased, navigate back to the Process Expense Invoices table, where you can convert eligible invoices to On-Charge invoices, or you can Submit Invoices for approval using the 'Bulk actions' feature.

Submit expense invoices for approval

You can open each invoice using the blue invoice number link. This will take you to the Income and Expenses area. From here you can continue to process the invoice. Or you can choose to process invoices directly from the Process Expense Invoices table;

• Select the invoices to process individually or using the 'select all' tick box at the top of the table.
• Click 'Bulk actions' button and choose what you would like to do with the invoices. 
• Submit for approval

To create on-charge invoices

Where an expense invoice has line items allocated to an on-charge account, you have the option to create the on-charge invoice from the Process Expense Invoices screen. Read managing on-charge allocations for more information on how to set these up.

To do this, the invoice must be 'Approved' or 'Awaiting approval' first. It cannot be in Draft or Approved.

Otherwise, on-charge invoices can be created via the Invoice and Expenses area.

• On the Process Expense Invoices / Processed table, eligible invoices will display a link to 'Create invoices' in the On-Charge invoice(s) column
• Click this link to open the modal. Confirm the creation of the on-charge invoice

• Generate the Direct On-charge invoices
• Once complete, the on-charge invoice numbers will be displayed in the Process Expense Invoices table

Troubleshooting

If Supplier information is not populated automatically

• The system may not have exactly matched the supplier name on the invoice with the supplier name in your records
• Check the supplier contact record and update the default account and tax types
• Next time you process an invoice from this supplier, these fields will be populated automatically

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 in future invoice processing

If invoice information is not being picked up at all

• Credia Extract supports PDF, JPG, JPEG, PNG file formats.

Conclusion

Credia Extract Invoices helps streamline your invoice processing workflow by automating data extraction. The system continues to improve based on user feedback to make this solution as valuable as possible.