Payables Table
The Payables tables allow you to view all AP Invoices. The top banner filters to "All," "Review incomplete," and "Review complete." The buzz icon provides a quick filter for Exceptions and QuickPay invoices. The "Download" button lets you take data out of Loop and use it for internal review and reporting.
Use the filter and column buttons to sort through the table for more granular information
The columns display information such as Invoice #, Vendor, payment method, Invoice amount, Review status, and Audit status.
Review Status
Fully Approved -The invoice was approved in full (total approved amount = total invoice amount)
Partially Approved -The invoice was partially approved
Review Incomplete -The invoice has not been approved
Audit Status
In Progress - Audit is still moving through the extraction/audit process
Published -Extraction and audit have been completed
Tip: Hover over the review status to see which user last reviewed the invoice and the date.
AP Invoice
Click on the invoice hyperlink to view the details. The invoice number is easily copiable up top. The three dots in the upper right corner allow you to add an exception and note.
If the Review Status is "Review Incomplete" a large yellow Approve button will appear on the top right corner. All statuses are displayed on the top banner. Below the statuses will show QuickPay and Exceptions (if applicable).
Once an action is performed on the AP invoice the "Lastest Activity" banner will appear. Click on the banner to populate the Activity Feed on the high-hand panel. The actions displayed are: Approve, Reopen, Archive, or Reject.
The invoice card will show the invoiced amount, vendor, and payment instructions. Below the card is the invoice artifact link which was ingested by Loop to create the AP Invoice. Click the "upload invoice" to add a new invoice artifact.
Below the summary, is the "Line Items" tab. The line items provide a categorized list of the charges on the invoice.
Invoiced - the amount invoiced on the invoice broken out by line item
Expected - the amount Loop found while auditing
Users can click on the expected dropdown and change it to "Variance." The Variance is populated with the difference between the invoiced and expected amount, showing the total difference.
To approve, the amount that needs to be paid. Users can change the amount by clicking into the box, changing the total
Below the Line Item is the "Adjustment" panel where offline payments (payments made outside of Loop’s system) and Quickpay discounts are displayed.
Offline payments are sent over in the Shipment Record via API
The total amount is the final payment amount within Loop’s system
You can remove and re-apply the offline payment if need be with the small button by the amount.
Payments
Once the invoice is approved, the payment will automatically be scheduled and appear under the “Payments” tab (if enrolled in Payments).
Confirm or edit the scheduled payment by clicking the three dots on the right side
Invoice Artifacts
In this tab, you can view all the related invoice artifacts. Click the three-dot button to view details and download.
Confirm Payee
In the use case, Loop detects a potential incorrect payee an exception will be added to the AP Invoice. On the Payables main table. use the buzz icon to filter the Exceptions “unconfirmed payee” to review and resolve these issues.
Select the invoice hyperlink to view the AP invoice details. On the top banner, the exception will be displayed. On the detail card, you will notice a red warning banner "Uncornimed payee" under the "Send payment to section." Click the red banner to confirm the payee.
A pop-up will appear on the right-hand panel which displays:
Invoice artifacts
Select organization
explains why each organization listed is offered as a recommendation
Choose a different org to pay
Provides the option to search and select an organization not provided on Loop's list.
Once you select the correct payee and click "Confirm," the AP Invoice will update. The exception will automatically resolve, the "Send payment to" section will update to the new organization and the "Approve" button will now appear on the top right corner to approve the AP Invoice.
Create a New Invoice
You can create an invoice from scratch if you need to quickly approve an invoice. On the Payables main table, click the + sign button on the top right corner.
A pop-up will appear to add a file on the left side panel. On the right-side panel, you can add the invoice information including:
Vendor
Send payment to
Invoice number
Issue and Received dates
Payment due
Currency
The line item section allows you to manually add the specific charges with the amount. You can add more lines by clicking the + sign. Submit "Create" to complete.
