Part 3 of our collection of interactive videos to show how you can manage supplier invoices within the Headlight application.
The Headlight invoice module saves tremendous time for the fleet manager in the approval process of invoices, as wel as for the Accounting department, via ready-to-use input files for the Analytical Accounting.
See part 1 if you need an introduction to Invoice Management with Headlight, or see the overview of all related articles.
Let us know your questions or thoughts via support@headlight.tech.
Extended & consolidated invoices
In this section, we’ll dive into the processing of invoice files, and how the „extended“ invoices will save your accounting team hours and hours of time!
Extended invoices
In the „Invoice Files“-section, we can download the file generated by Headlight.
What we expect:
- an invoice line for each cost item
- cost center information linked
- ledger account information linked
- Information about recoverable VAT
Open the extended invoice as excel file
We can see that Headlight:
- classified the cost elements in the invoice 🧾
- allocated the cost center of the employee (accounting rule: inherit from link) 🧑🏻💼
- allocated the correct ledger account (accounting rule) 📔
- added VAT information 🏛️
Applied a default, uniform invoice lay-out, equal for all invoices processed in Headlight.
This file can be used by the Accounting team to process the invoice for the analytical accounting.
However, they might require a file that is formatted differently to be able to use it directly for processing.
Good news! We can further post-process this file via Headlight Workflows to make sure it is exactly what they need.😎
More about that in the next section!
Headlight | Consolidated Invoices
Access the Invoices overview to review all invoices.
Headlight processes every supplier invoice, despite different formats for each supplier, into uniform Extended invoices.
That is why we can, for instance for a given time period, consolidate these invoices into a single invoice file: a consolidated invoice.
- To do that, select the different invoices via the checkboxes.
- Now, we can create a single invoice file for our accounting team. Done with manually processing every invoice – imagine the time savings!
- We can also check the „launch workflow event“ checkbox. More about that in the next section! Stay tuned for invoicing on auto-pilot.
As soon as you confirm, the consolidated invoice is being downloaded. All done in a few steps.
Continued in Part 4
