Invoice Validation
Overview
The eSight Invoice Validation module provides the ability to validate supplier invoices using either a manual, or an automated process.
Invoice information may be quickly entered into eSight and a breakdown of the billed information provided at individual field level.
The bulk validation process provided within eSight enables large organisations or financial consultants to automatically bulk validate invoices according to preset parameters.
Invoice Data Import
Invoice data may be loaded into eSight in 2 different ways. Firstly, data may be typed into eSight manually taken directly from the paper invoice. For automatic import, if the supplier data is available electronically, this data may be loaded into the eSight Invoice Validation module in bulk. This second option is available where invoice data can be supplied in electronic format in either a TRADACOMS format or a structured CSV file.
Validating Invoices
Supplier invoices may be validated within eSight at 3 different validation levels:
The first level of validation is where users are able to check the breakdown of a supplier invoice. In this case, the invoice total may be referenced against each individual charge on the invoice from the unit charges through to VAT amounts and CCL charges. This provides the minimum level of accuracy in the validation process simply because the meter readings are taken from the invoice. However, this is still worth doing above performing no validation at all as it may still expose discrepancies.
The second level of validation is for users who may have weekly or monthly meter readings which may be used to validate their supplier invoices against. If meters readings may be taken monthly or weekly for example, this data may be used to perform checks against the supplier invoice. This provides a higher level of reference back to the amount that your organisation is being charged. Anomalies are much simpler to detect and your organisation has a good reference back to the amount of energy being used.
The third and most accurate method of validating invoices is where an organisation has half hourly data with which to validate their supplier invoices against. Where this high frequency data is available, this may be directly cross referenced with the individual charges on the supplier invoice. As this provides a direct comparison, charge for charge, this validation method provides the highest identification of invoice errors and the most definitive report on the accuracy of the supplier billing data.
For organisations who require the ability to perform bulk validation of supplier invoices, eSight also provides the ability to auto-flag invoices outside of a preset tolerance and to approve or reject these for payment as required.
Invoices of any type can be validated including electricity, gas, water, oil and LPG.