Invoice Details Overview

This guide provides an overview of our Invoice Details page’s general functionality, along with additional guides to specific user role functionality. The guide is broken up into multiple sections:

• Invoice Details Overview (you are here)
• Invoice Approver Guide
• Accounting Manager Guide
• Upcoming features and article content

The Invoice Details page helps you track and manage every invoice from capture, to coding, to approvals, and posting.

Our Invoice Details page was built to make it as easy as possible to find information about a particular invoice, both at a high level as well as a more granular level.

• Our Invoice Reference Bar, provides an invoice snapshot, to provide current invoice status at any moment. You can quickly review high level information, including Vendor, Amount, Invoice Status, and Posting Status.

• With our Side-by-Side View, you can view your invoice document images and captured coding data simultaneously. This allows you to easily validate coding and make any necessary changes to ensure all information is correct.

• Our Approvals Tab provides a deep dive into all approvals associated with an invoice. In addition to seeing WHO is associated with invoice approval, you can also see WHY an approver was added to an invoice. Approval rules are now visible along with the invoice details, so you can clearly see which rules were applied on an invoice. Additionally, you can view a timestamp of the latest status for each approver, providing a sense of when something was approved or where an approval delay may be occurring.

Role Permissions

The Invoice Details page is used across a business by both Accounting Managers and Invoice Approvers. Depending on the user's role(s), there are different sets of capabilities and functionalities.

For users with both the Accounting Manager + Invoice Approver roles, both views are accessible. If they open an invoice from the Accounting Manager’s Invoices tab, they will view the invoice with the Accounting Manager view. If they open an invoice from the Invoice Approver’s Approvals tab, they will view the invoice with Invoice Approver view.

Details on what each role can see is broken down in the guides that follow:

• Invoice Approver Guide (right below these links!)
• Accounting Manager Guide

Invoice Approver Guide

Within MineralTree, an Invoice Approver is a user who can approve or reject any invoice assigned to them by the Accounting Manager or a predefined invoice approval rule. Invoice Approvers can only see invoices that are assigned to them for review.

Accessing invoices as an Invoice Approver

Once assigned as an approver to an invoice, an Invoice Approver can access an invoice in one or two ways (depending on how your company is setup in MineralTree). 

Email Link (User not logged into MineralTree)

After receiving an approval notification email, Invoice Approvers can open a link to a read-only invoice view without having to log in. These users see the high-level invoice summary details and can Approve, Reject, or Add a Note to it.

The Email Link option may or may not be enabled for your company. This can be changed by a Company Admin within Company Settings.

Invoice Approver Application (User logs into MineralTree) 

Once receiving their approval notification, Invoice Approvers can log into MineralTree and view all of their invoices awaiting approval through the Invoice Approver application. Once logged in, users can open each invoice to view all of the captured and coded invoice data on the Invoice Details page. These users have the same permissions as Email Link users to Approve / Reject / Add Note, but there may also be an option for them to edit the invoice if these permissions are granted in the company settings.

Invoice Approver View - Read Only

The Invoice Approver (Read Only) user is an optional variation of the Invoice Approver role. When logged in, these users can only review and approve invoices, without the ability to make any edits.

Accounting Manager Guide

The Accounting Manager role is typically utilized by the primary user(s) of MineralTree. This user role can handle receiving invoice documents, coding and reviewing invoices, routing invoices for approval, posting invoices to the accounting system, and ultimately choosing which invoices to pay. The key areas of functionality available to an Accounting Manager are: 

• Document management: Accounting Managers manage the MineralTree Inbox, where documents that are emailed or uploaded for invoice capture are stored.
• Invoice coding and review: after data capture is complete, Accounting Managers review invoice data and complete the coding on the Invoice Details page.
• Invoice approval: Accounting Managers create and manage invoice approval rules, assign invoices, and act upon any approvals, rejections, or notes received from Invoice Approvers.
• Invoice Posting: after invoices have been reviewed for accuracy, Accounting Managers post invoices to the accounting system so that it may remain your primary system of record.
• Payment selection: after invoices have been coded and approved, Accounting Managers build the payment queue that is sent to payment authorizers for review.
• Research: Accounting Managers access payment history to research questions from vendors or review invoice and check documentation.
• Bank Account Management: Accounting Managers can enable bank accounts in MineralTree in order to make payments in the system. This includes the ability to add credit cards to the system, as well. Additionally, the Accounting Manager user can define the primary bank account/card. NOTE: For security, bank account enablement requires joint action by MineralTree staff. Contact MineralTree Support for assistance as needed.

What does an Accounting Manager see?

When an Accounting Manager logs in to MineralTree, selects an invoice, and opens the invoice details page, they’ll see this screen: Note: Not all fields depicted here may be visible–the exact fields may vary based on your company’s accounting system.

 

This page can be broken down into 4 main sections.

Invoice Header

At the top of the page, users will see the Invoice Header:

In this section, the user can get a quick snapshot of the invoice they’re viewing. The invoice header will always be visible, even as users switch between other tabs on the page.

What the invoice header displays

• Vendor name
• Remaining/Total amount of the invoice
• Approval Status
• Invoice Status
• Posted Status
• Invoice Save Button
• Invoice Actions Dropdown button. Includes the following options:
  • Save and Post
  • Save and Hold
  • Copy Code
  • Delete

Invoice tabs

Below the invoice header are the invoice section tabs. These tabs allow the user to toggle their view to review additional details pertaining to a particular invoice such as related documents, purchase orders, items, expenses, approvals, and more.

What the invoice tabs display

• Documents
• Purchase orders (coming soon)
• Summary
• Expenses
• Items
• Approvals

Documents

Located on the left-hand side of the page, users can examine the Documents tab. Herein, users can get a close up view of a specific document, click through a carousel of all attached documents, or use the "Doc Actions" menu for more options.

List of Doc Actions

• View All
• Attach
• Detach
• Delete

Invoice Coding Tabs

The Invoice Coding Tabs comprise the various tabs and associated fields on the right-hand side of the screen. This is where users will perform most of their work, reviewing and editing details as needed.

What the Invoice Coding tabs display

Summary

In the summary view, the user can see a summary of all expenses, items, and other pertinent details. From this page invoice detail fields are dependent on your company’s accounting system.

They may also see things like credits, discounts applied, and the gross amount depending on your company’s accounting system and and MineralTree configuration.

New & Updated Features

The new invoice details experience is currently in a progressive beta rollout. Here's what's new as of the 21.4.0 October release:

 

See Last Save

This new feature is only available in our new Invoice Details experience. Clicking the "Invoice Status" information icon now displays a "Last Modified" callout with the last person on your team that modified the invoice, as well as a timestamp of their last edit.
Note: user names will not display for some legacy invoices.

 

Payment History Details

Track payment history (when available) on an invoice by clicking the "Remaining Amount" information icon within the Invoice Reference Bar. 

 

Carousel Review

Invoice Approvers can now manage all of their approvals at once using our Review Carousel, similar to the experience in our classic Invoice Details experience. 

Here are some additional features we're looking forward to adding in the near future:

• Create invoice
• Convert lines
• Add new invoice approver