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Introduction
The eInvoicing feature is an innovative solution that streamlines the invoice management process on the Amazon Marketplace by integrating it with the SCView platform. This feature is specifically designed to handle the end-to-end workflow of invoices, starting from the generation of a requisition from an Amazon order to the final approval. eInvoicing promises to reduce manual efforts and increase efficiency when importing invoices into SCView, either through Online Indexing or SCScan.
A. Problem Statement
Managing invoices from Amazon orders is traditionally an administratively heavy and error-prone task when done manually. Admin users must capture and enter invoice details into the SCView system, a process that's not only time-consuming but is also susceptible to data entry mistakes. Special invoice cases, like those with promotional discounts or gift wrapping, create additional layers of complexity, requiring segregated workflows and extra handling. This manual approach drains resources and can lead to payment delays, reporting discrepancies, and challenges in scaling operations efficiently. The eInvoicing feature is introduced to address these inefficiencies by automating invoice processing and seamlessly integrating it with SCView.
B. Solution
Step 1:
Generate a requisition from an Amazon order and submit it for approval.
Step 2:
Approve the requisition which will be converted into a purchase order (PO). This step is critical as it formalizes the intention to purchase the goods and services.
Step 3:
Once the requisition is successfully converted into a PO, it will be sent to both USAS and Amazon. This communication step is essential to ensure that both the accounting system and the vendor are aligned and have a record of the order.
Step 4:
Wait for Amazon to dispatch the ordered items. This is part of the normal fulfillment process done by Amazon after receiving the PO.
Step 5:
When items are shipped, an invoice is generated by Amazon and automatically sent to SCView, where it directly enters the designated AP Workflow queue. At this stage, the invoice is ready for indexing and approval.
Step 6:
Address any special cases, like promotional discounts or special handling. Invoices with these items will appear as an unindexed document in a separate workflow due to their unique considerations.
Step 7:
For those special cases, right-click on the unindexed document and select Batch Indexing, which leads to the Online Indexing page.
Step 8:
A new batch containing the invoice automatically opens during Step 7. Review the batch, ensuring the PO# and related data are correct and prepopulated.
Step 9:
Index the line items within the batch that have special cases as mentioned in Step 6. The values contained in the red border pictured below should total out to be the same as the values in green.
Step 10:
Submit the batch after indexing, which will forward the invoice to the AP Workflow for approval.
These steps collectively create a streamlined approach to manage eInvoices within the SCView system, significantly cutting down on administrative overhead and expediting the payment process.
C. Best Practices
- You may click Allocate Payment to easily split the Invoice Amount proportionally across each line item. Doing so will save time as you will not have to manually calculate discount or special cases.
- Ensure that requisitions are accurately approved and converted to purchase orders to maintain integrity in the eInvoicing workflow.
- Regularly monitor the AP Workflow queue to promptly address and approve incoming invoices.
- Provide adequate training to admin users to make efficient use of the eInvoicing feature's automation capabilities.
- Develop a clear understanding of how to handle special cases, such as promotional discounts and gift wrapping, to maintain the smooth functioning of separate workflows.
D. Troubleshooting
- For any issues with invoices not appearing in the AP Workflow queue, verify that the purchase order was correctly sent and received by Amazon.
- If special items do not show up correctly in the Unindexed workflow, ensure that the invoice generated is accurate and contains all relevant information.
- Should there be a failure in the pre-population of the PO# during the Batch Indexing process, recheck the requisition and order details, and attempt the process again.
- If the eInvoicing feature is not functioning as expected, contact the SCView Support team for detailed troubleshooting guidance and assistance.
E. Related Articles
Requisitions: Create a Requisition
Conclusion
eInvoicing represents a significant advancement in simplifying and automating the invoicing workflow within the Amazon Marketplace when integrated with SCView. This feature saves time for admin users and enhances operational efficiency by reducing manual data entry and the likelihood of errors. By following best practices and being adept at troubleshooting, organizations can successfully implement eInvoicing and reap its benefits, ensuring a smooth, streamlined accounting process that supports business growth and financial management.