Coordinate and regularise supplier invoices

This guide describes how you work with incoming supplier invoices in Kleer in two steps: first you assign account codes to (regularise) the invoices that are waiting to be handled, and then you coordinate (reconcile) the payments that are to be booked.

You find the views under supplier invoice handling.

Assign account codes to waiting invoices (Assigning account codes)

The Assigning account codes view lists all incoming invoices that are waiting to be interpreted and coded. Keep in mind that from the time an invoice arrives until it is ready to be authorised, it can take up to 48 hours while the interpretation is completed.

1. Open Assigning account codes. The list shows supplier, invoice date, due date, your reference, total, VAT and the column Arrived (the time when the invoice arrived in Kleer).
2. If it says “Supplier not determined”, the interpretation has not yet been able to identify the supplier.
3. Upload new invoices by dragging and dropping files into the upload box at the bottom, or click to browse. Several files can be uploaded at the same time (max 10 MB per file).
4. Click a supplier in the list to open the account coding view for that invoice.

Put invoices on hold

If an invoice needs to be paused, for example while waiting for documentation or an answer, you can put it on hold.

1. Select one or more invoices with the checkboxes.
2. Click On hold action in the footer and enter a message.
3. To resume handling, select the invoices and choose Conclude processing in the menu.
4. From the same menu you can also choose Create new copy of the selected invoices.

An invoice that is on hold is marked with an icon in the list. Hold the mouse pointer over it to see who put it on hold, when and with which message.

Remove invoices

Duplicates and files sent in by mistake can be removed straight from the list, without opening each invoice.

1. Select one or more invoices with the checkboxes.
2. Click Remove in the footer and confirm.

The invoices end up under the Removed filter. The button is not shown in that filter, and not for users who lack permission to manage supplier invoices.

Assign account codes to a single invoice

In the account coding view the invoice’s details are interpreted automatically, and Kleer produces a proposed coding with the help of AI (the Accounting assistant). Review the proposal and adjust it if needed.

1. Check the details in the invoice header (supplier, invoice number/OCR, invoice date, due date, total and VAT). If the amount for the total or the VAT is missing, Kleer warns you before you save.
2. Review the coding rows. If you want to use the AI proposal, click Use.
3. If needed, you can attach documentation, accrue costs, add an asset for depreciation or handle fictitious/dormant VAT.
4. Save the invoice. If you want to temporarily depart from the normal coding, choose Save with temporary account coding. Future coding proposals then ignore this invoice.
5. Move between invoices with Next invoice and Preceding invoice.

Automatic account coding

For invoices that meet all the checks, Kleer can assign account codes automatically. If an invoice could not be coded automatically, an information link is shown. Click it to see which checks did not pass (for example the amount limit, too similar to an earlier invoice, or warnings on key fields from the interpretation).

Coordinate and reconcile payments (Reconcile)

When payments are to be booked, you do it in the Reconcile view. Here you filter on status (waiting, in progress, processed) and handle the payments.

1. Open Reconcile. The list shows, among other things, invoice number, supplier, payment account (From), recipient (To), payment date, amount and whether the payment is handled automatically.
2. Select the payments you want to work with using the checkboxes.
3. For waiting payments, click Process to move them to the status In process. Note that if a payment is linked to an integration (for example BGC), that delivery is cancelled when you process it.

Reconcile a payment

For processed payments you book the reconciliation against the bank account.

1. Select the payment and click Reconcile.
2. In the dialog, choose Bank account and enter the Transaction date.
3. Fill in Charging of account (the amount that was drawn from the account) and any Of which bank charge. When the paid amount and the account charge do not match, the difference is booked as an exchange rate difference.
4. If needed, you can enter category tagging for bookings against income statement accounts (for example bank charges) and upload documentation.
5. Click Post.

Fail a payment

If a payment did not go through, you mark it as failed here in the Reconcile view.

1. Select the payment and click Fail.
2. Enter a date and, if you like, a message. If you enter a message, it is sent automatically to the person who originally clicked pay.
3. Confirm with Fail.

Tips

• The Automatically column shows whether a payment is handled and booked automatically on the payment date or has to be carried out manually (for example through the customer’s internet bank).
• The information icon in the Reconcile list shows the payment’s status history, with who did what and when.