Invoice Processing

Your Invoice Processing Role

As an accountant, your primary task is ensuring every supplier invoice is accurately captured, validated against purchase orders, and submitted for approval. FlexotiumPOS's AI-powered OCR handles the data extraction — your job is to review, correct, and submit.

The Invoice Inbox

Navigate to Purchasing → Invoices. The inbox shows all invoices in the system with their current status:

• Pending OCR — just uploaded, AI is processing
• Needs Review — OCR complete, waiting for you to verify
• Draft — saved but not yet submitted
• Awaiting Approval — submitted, in the approval queue
• Approved — signed off for payment
• Rejected — returned with a reason, needs correction

Filter by status to focus on the items that need your attention. The Needs Review queue is where your work begins.

Uploading an Invoice

You can add invoices to the system three ways:

Drag and Drop

On the Invoices page, drag a PDF file from your desktop and drop it into the upload zone (the dashed border area). The file uploads immediately and OCR processing begins.

Click to Browse

Click Upload Invoice and use the file browser to select one or more PDF files. You can upload up to 10 PDFs at once.

Email-to-Inbox

Each FlexotiumPOS account has a unique email address for invoice submission. Find yours at Purchasing → Invoices → Email Inbox Settings. Forward any supplier email with a PDF invoice attachment to that address. The attachment is automatically captured and OCR processing starts.

Reviewing OCR Extraction

When an invoice moves to Needs Review status, click it to open the review screen. The original invoice image is shown on the right; the extracted fields are on the left.

Fields extracted by the AI:

• Supplier name — matched against your supplier database; shown in green if matched, amber if uncertain
• Invoice number — critical for duplicate detection; verify this is exactly correct
• Invoice date — the date on the invoice (not the date received)
• Due date — payment deadline; calculated from supplier payment terms if not explicit
• Line items — description, quantity, unit price, line total for each item
• Subtotal — sum of line items before tax
• Tax amount — VAT or equivalent, by rate where itemised
• Grand total — the amount to be paid

Each field shows a confidence indicator. High confidence fields are shown with a green dot; medium with amber; low with red.

Correcting OCR Errors

Click any field to edit it. The invoice image is shown at full resolution alongside — use the zoom controls to read small or faint text clearly.

Common corrections needed:

• Supplier name not matched — type the supplier name manually; if it's a new supplier, you'll be prompted to add them to the supplier list
• Line items combined — sometimes the AI merges two line items; click Add Line Item to split them correctly
• Tax rate incorrect — select the correct rate from the dropdown
• Handwritten amounts — OCR struggles with handwriting; always verify these fields against the physical invoice

After correcting all low-confidence fields, verify that the grand total matches the sum of line items + tax. If it doesn't, recheck the line item amounts.

Saving as Draft

If you're mid-review and need to stop, click Save Draft. The invoice is saved with your corrections so far and moves to Draft status. Return to it later from the invoice inbox.

Submitting for Approval

When all fields are verified and the totals reconcile, click Submit for Approval. The invoice moves to the approval workflow and appears in the reviewer's queue.

Next Steps

The next lesson covers the approval workflow — what happens to submitted invoices and how approvals and rejections work.