This is an optional feature that allows you to manually enter a breakdown of spend categories and taxes to enable you to generate a report of detailed spend itemisation.
The term Invoice in Visa Commercial Pay Reporting refers to this manual entry of details. We use the term Document to indicate the physical copy of a supplier invoice.
To search for an Invoice you can use any of the following options:
Card Pool name
Date Type (Invoiced Date or Created Date)
Transaction matched to the Invoice – Yes/No/Both
Choosing Advanced Options allows you to search by Invoice Id or who the invoice was entered by. The Invoice Id is the unique identifier allocated to each invoice during invoice creation in Visa Commercial Pay Reporting.
An invoice can also be retrieved from the deployment or transaction it is linked to. Click into the Invoice tab and select View Invoice.
When you receive a copy of the invoice/folio from the supplier, use the information it contains to find the deployment or transaction. This could be the traveller name, the hotel name, dates of stay, or the last 4 digits of the card charged. Once you’ve found this, check that the traveller name, dates and transaction amount match the invoice.
Click Options in the top right, and then select Create New Invoice.
Visa Commercial Pay Reporting will present a basic invoice template, pre-populating the Invoice Date with todays date and adding the Check In and Check Out dates from the deployment. Enter an Invoice Reference (mandatory) which can be the reference on the hotels invoice or your own internal reference, then add the breakdown into the appropriate Category. When you’ve added each line item into the template up to the total value on the invoice, click Save Invoice.
You will be informed that the new invoice has been added successfully.
When you view the transaction after adding the invoice, you will see it has been marked as reconciled – The Unreconciled Amount is showing as zero and in green.
To edit an invoice:
Open the required invoice.
Click Options from the top right of the screen.
Select Edit Invoice.
Update any of the fields within the Invoice.
Once changes are made you will need to click Save Invoice from the bottom right of the screen.
To delete an invoice, open the required invoice, click Options from the top right and choose Delete Invoice then Confirm.
If you do not require the line item data to be added into Visa Commercial Pay Reporting but you do wish to use the Invoice Reminders function, you can set a transaction as Invoice Not Required, and this will remove it from the invoice reminders list.
Find the deployment or transaction, click Options in the top right, and then select Invoice Not Required.
The transaction amount will then show in green as reconciled (but the amount is not set to zero).
Visa Commercial Pay will automatically set deployments as Invoice Not Required once a both a transaction and a document is associated to the deployment. This removes the need to manually mark a transaction as reconciled.
Automatically setting deployments as Invoice Not Required also prevents you adding invoice line items – this feature should not be activated if you are using Visa Commercial Pay Reporting to report on breakdown of spend.
This automated process operates once daily and relies upon both a transaction and a document being associated to the deployment. If the transaction is received later in the day then the deployment will display in the invoice reminder list and will not be set as Invoice Not Required until the process is run the following morning.
When the transactions are automatically reconciled, the associated deployment is removed from the invoice reminder list.
You can block the adding of the invoice breakdown for specified transactions and deployments in order to prevent the adding of duplicate invoices.
To switch off the ability to add an invoice for the transaction in question, click Options > Block Invoices in the top right hand corner of a transaction or deployment profile.
When invoices are blocked, the Block Invoices option in the Options menu becomes Unblock Invoices. To remove the block on invoices, simply click Unblock Invoices.