Too much information to remember all at once? Here are a few reminders to help you hit the ground running!
When you Go Live with Lentune, there’s a lot to remember from your training sessions. Here are a few pointers to help you over the next few days, and for your future reference.
Fetching invoices – How to get invoices into Lentune
Now that your system is live, new invoices to be checked will be imported automatically every hour.
Your incoming invoices will arrive in your dedicated accounts email inbox as a file attachment to an email. From here, Lentune will be able to process them so they’re in your Check screen for you to check and approve.
If you know there should be an invoice you need to process and it hasn't been imported yet, you can manually fetch invoices into Lentune from your email inbox. Refer to Fetching Invoices from your Email inbox to Lentune to read about this process.
Can’t find an invoice that you know should have arrived?
Incoming emails from your suppliers can be located in your inbox. You will also see separate folders called Lentune processed, for emails that have been processed correctly, and Lentune failed, that will contain emails where the invoice is not in the correct format and cannot be processed.
When you know that the email has come in to the correct Lentune email folder, but it’s not in the invoice check screen, it could be one of these reasons:
- The invoice was added to the email as a downloadable link. It must be a PDF attachment.
- The invoice was attached to the email as an image instead of an attachment. The invoice must be a PDF attachment, not an image.
- The email was blank and had no invoice attached to it. Check with your supplier and ask them to resent the email with the PDF.
Please ask your suppliers to send invoices as attachments from now on. You can use our convenient template below.
Tips for Checking Invoices like a pro
Checking invoices can be as straightforward as verifying information and clicking Check. Here are some additional tips to enhance your experience:
- Remember to link suppliers to their email addresses. This teaches the system what email address belongs to each supplier.
- While you’re teaching the system the invoice rules, you can also set the Payment Terms for your suppliers. This setting will then automatically populate the correct Due Date for invoices.
- Use the Lentune Purchase Order numbers, (if you are using the Lentune PO module). If an invoice has your Lentune PO number on it, then the first field you should check is if the PO number has come through to the Purchase Order field in the invoice check screen, and if not, to add it. This will automatically set the branch, project, and approver in that invoice. You can view the invoice on the right hand side of the check screen, so it's easy to find that PO number there!
- Did you know you can use the Lentune keyboard shortcuts, especially for date fields? If you prefer keyboard shortcuts, check out these tips.
- Help us to help you by letting us know anything that hasn't worked as you'd expect. Lentune nearly always reads your invoices correctly. However, if we get it wrong, please share with us what you had to change so we can update your teach-me rules. To do this:
- In the invoice check screen for the particular invoice, click Save.
- Then click More at the top right of the check screen, and click Notify Lentune that invoice rule correction is required. This will send us the information that needs to be updated so that future processing of invoices can be improved.
Additional resources
Our Knowledge Base has articles to help you in all the Lentune modules. Please bookmark this link to the Knowledge Base to help you find information about everything we’ve covered in training. These articles and categories are a good place to start.
- Checking & processing invoices: Lentune’s Guide to Invoice Automation.
- Invoice Automation overview: Payable Invoice Automation.
- For everything Purchase Order related: Purchase order automation.
Email template for your suppliers
Earlier, we mentioned an email template that you can forward to your suppliers to ask them to send invoices in the best format for your Lentune system to process efficiently.
Consider sending this to any suppliers who are currently sending invoices in a way that is not compatible with Lentune.
Dear Suppliers,
We’re in the process of switching our Accounts Payable process to Lentune’s Invoice Automation software and we will be going live soon. We’re moving to this system as it will eliminate manual data entry of invoices for our organisation, promoting time-saving efficiencies and accuracy when processing your invoices.
Lentune’s Invoice Automation software electronically reads the invoice PDF directly from an email and pushes it through their web-based platform into our finance system for payment. To ensure a smooth transition, and so that invoices are read correctly, we need your help to support us with this.
We’d appreciate if you would ensure the following:
- Please send only invoices and statements, as editable PDFs, to our email XXXXXX. Please don’t send POs or other documents to this email address.
- The PDF is an individual attachment to the email and not a scanned image.
- Send only one invoice attachment or statement attachment per email.
- Reference only the PO number on your invoice, and in a consistent location on all invoices. We do not need a job reference on the invoice.
If you currently send your invoices via a link on Xero, or equivalent, please can you change your settings so that the invoice is sent to us as a PDF.
If you’d like to learn more about Lentune’s Invoice Automation software, please visit their website at www.lentune.com.
Thank you for your help!
Kind regards
(Your Company and Name)
Need more help? We’re here! We hope our article was helpful! If you need more info or want to connect, drop us an email at support@lentune.com.
Thank you. We love to hear from you!
Last updated: 4 July 2024