To assist with reconcilling Daycosts with Invoices, attaching an image/PDF copy of the original invoice to the Invoice line item in CivilPro can be useful.
This can be done in two ways:
- Add single image/PDF to Invoice
- Bulk-add images/PDFs to Invoices
Add Single Image/PDF to Invoice
From the Invoices Register, select the invoice you wish to add an image/PDF to, and select 'Add Filestore Doc':
Select 'New Filestore Doc', and select the image/PDF of the actual invoice:
Rename the filename as required:
Refresh the Invoices Register, then navigate to Views, 'Related Items' to view the image/PDF of the associated invoice within the Related Items panel:
Bulk-add images/PDFs to Invoices
This process would be used when exporting a .csv of Invoices from an ERP near the end of a reporting period, and you'd like to also export images/PDFs of invoices and automatically assign them to respective Invoices within CivilPro - for quick reference in reconciling costs.
For this automatic matching to work, filenames of the images/PDFs of invoices need to be identifiable by CivilPro. These filenames must be in the format:
Supplier Name_Invoice Ref
- Supplier Name - must be exactly the same as listed in CivilPro
- Invoice Ref - must be as per Invoice Reference number in CivilPro
When ready to import and match images/PDFs of invoices, from the Invoices Register select all invoices for a reporting period and select 'Import and Match Filestore Doc':
Set parameters as below, then navigate into the folder containing the images/PDFs of invoices by using the three dots beised 'Path to search for files'. Then press 'Preview':
- if a matching file is found, this will be shown on the same row as the 'Record Ref' of invoice in CivilPro
- if no matching file is found, it will be listed beside '[No Invoice]'
Click import to complete matching of the image/PDF's to those in CivilPro, then follow steps above to see image/PDF of invoice in Related Items.