> ## Documentation Index
> Fetch the complete documentation index at: https://docs.neoflo.ai/llms.txt
> Use this file to discover all available pages before exploring further.
# Processing an Invoice: Dashboard to ERP
> Review extracted invoice data, match it against the PO and goods receipt, simulate the accounting, and post the bill to your ERP.
## How Invoices Reach The Platform
Invoices arrive as email attachments in Freshdesk, where a ticket is created automatically. From there:
Assign it to yourself, or self-assign it.
Not every ticket is an invoice. Check that a PDF or image invoice is attached and that the request is to process it.
In the ticket's side panel, set the custom **Neoflo Status** field, not the standard Freshdesk Status field, to **Ready for Neoflo**.
Within seconds, Neoflo downloads the attachment and creates a new entry on the dashboard. The ticket's Neoflo Status updates to **Neoflo - On Hold**.
The Neoflo Status field tracks the invoice all the way through, and moves to **Neoflo - Rejected** or **Neoflo - Posted** once it's done. The standard Freshdesk Status field only changes once, to **Closed**, when every invoice on the ticket has been rejected or posted.
If a single ticket has more than one invoice attached, each one gets its own entry on the dashboard, processed independently.
A manual **Upload Invoice** option exists as a backup, but shouldn't be used for normal processing since it isn't linked to a Freshdesk ticket.
## The Invoice Dashboard
This is where every invoice lives, and where you go to act on one. Invoices sit in two tabs:
* **Open**: invoices still moving through the pipeline.
* **Closed**: invoices already posted to the ERP.
Need to add one manually? **Add Invoice**, top right, drops it straight into the pipeline.
### Reading A Row
Each row is one invoice.
| Column | What it shows |
| ---------------------- | ------------------------------------------------------------------------------------------------------------------------------------ |
| **Source ID / Time** | The source reference and timestamp. The icon shows origin, a headset for a support-desk ticket, an upload arrow for a manual upload. |
| **Vendor / Invoice #** | The vendor name and the invoice number. |
| **Status** | The current stage: Extraction, Matching, ERP Posting, or an Error flag if something needs attention. |
| **Assignee** | The user the invoice is assigned to. |
| **Invoice attachment** | The attached invoice file. Click to open it. |
| **Amount** | The invoice total, in its original currency (USD, IDR, EUR, and so on). |
| **Action** | **Review** opens the invoice to work on it. **View** opens a read-only invoice, for example when a row is in an Error state. |
**Status values**
| Status | Meaning |
| --------------- | ---------------------------------------------------------------------------------------------------------- |
| **Extraction** | The platform is reading the invoice and pulling out header and line-item data. |
| **Matching** | The invoice is being checked against the PO and goods receipt. |
| **ERP Posting** | Accounting has been prepared and is ready to simulate and post. |
| **Error** | Something needs attention, a mismatch, a missing field, or a failed step, before the invoice can continue. |
**Action values**
| Action | Meaning |
| ---------- | ----------------------------------------------------------------- |
| **Review** | Opens the invoice so you can work on it. |
| **View** | Opens a read-only version, shown when a row is in an Error state. |
### Search, Assignment, And Filters
* **Search Invoices**: find an invoice by keyword.
* **Show Unassigned**: flip this on to see only the invoices nobody's picked up yet.
* **Filters**: narrow the list by status, date range, vendor name, amount range, source, invoice number, or assignee.
***
## Step 1: Review The Extraction
Click **Review** on any row to open the **Invoice Extraction** screen. The header carries the source ticket, vendor, invoice date, and invoice number, so you always know what you're looking at. Below it, two panels sit side by side, the invoice as received on the left, the **Extracted Data** on the right.
### Reference Numbers
At the top of the extracted data, enter or confirm the two numbers matching depends on:
* **PO Number**: the purchase order the invoice bills against.
* **GR/SES Number**: the goods receipt or service entry sheet number, where applicable.
### Extracted Fields
Below the reference numbers, every extracted field is listed with its value. Fields marked with a red asterisk (`*`) are mandatory. You can edit any value directly in this panel.
| Field | Meaning |
| --------------------------------- | ------------------------------------------------------------------------------------------------------------------------------- |
| **Company Name** | Your entity receiving the invoice, the buyer. |
| **Vendor Legal Entity** | The vendor's registered legal name, as it appears on the invoice. |
| **Invoice Date** | The date the vendor issued the invoice. |
| **Invoice Number** | The vendor's unique reference number for this invoice. |
| **Currency** | The currency the invoice is billed in (USD, IDR, EUR, and so on). |
| **Total Amount (before VAT/GST)** | The invoice subtotal, before tax. |
| **Total Amount (after VAT/GST)** | The invoice total, tax included. |
| **VAT/GST Amount** | The tax amount charged on the invoice. |
| **Withholding Tax (WHT)** | Tax withheld from the payment on the vendor's behalf and remitted to the tax authority, instead of paid to the vendor directly. |
| **Net Amount after WHT** | The amount actually payable to the vendor, after withholding tax is deducted. |
| **Description** | A short description of what the invoice is for. |
Fields the platform extracted with a lower confidence score are highlighted. Start there, fix what's wrong, then move on. Use **View Edit History** to see prior changes.
Once the mandatory fields check out, click **Next**. From here, the platform figures out where you need to go next:
Something doesn't match the PO or goods receipt. You land on the **Matching** screen to sort it out.
The extraction is right and matching passes. You skip straight to **Bill Posting**.
Extraction is right, PO and GRN both match within tolerance. The platform posts to the ERP on its own, no action needed. The invoice lands directly in **Closed**. See **Straight-Through Processing** below.
***
## Straight-Through Processing (STP)
STP is what happens when an invoice needs no human at all. If extraction is correct, and both the PO and GRN match within tolerance, the platform skips Matching and Bill Posting entirely, posts straight to the ERP, and the invoice lands directly in **Closed**.
Whether an invoice qualifies depends on your workspace's configured tolerances, not every invoice will.
***
## Step 2: Matching
The Matching screen lines the invoice up against the PO and goods receipt, across two tabs.
### Metadata Tab
Header-level fields, side by side: the field, what the **Invoice** says, and what the **PO / SAP Document** says.
* **Auto-approved**: the platform checked both sides and cleared it for you.
* **Info Only**: shown for context, not a blocking check (PO Numbers, for example).
Every required field passes, and you'll see a green banner: *"All mandatory fields are complete. You're good to go!"*
### Line Items Tab
Invoice lines on the left, GRN lines on the right: PO number, GRN number, description, quantity, amount, document date. The summary bar at the bottom does the math for you:
* **Invoice total vs. GRN total**: side by side.
* **Tolerance**: how much variance is allowed (say, ±\$1.15).
* **Variance**: reads **Balanced** once the invoice matches the GRN within that tolerance.
Looks right? Click **Next** and move on to bill posting.
***
## Step 3: Post The Bill To The ERP
**Bill Posting Details** is the last stop before the invoice reaches your ERP.
### Metadata
The top section holds the posting details: PO Number, Amount before VAT, Total amount after VAT, Reference, Text, Ref Keys, Assignment, Doc Header, and Variance. Grey fields are locked, the rest you can still adjust before posting.
Vendor not subject to withholding tax? The platform shows a banner: *"Vendor is not subject to WHT deduction."* No WHT code needed there.
### Documents And Tax Codes
**Documents** holds the invoice file tied to this posting, use **Upload Files** to attach anything supporting. Each line item carries its description, line total, **VAT Tax Code**, and **WHT Tax Code**. Set or adjust these before you simulate.
### Simulate Before Posting
Click **Simulate** to see the accounting entries the platform's about to create. The **Simulate Document** window breaks down every G/L account: type (Debit or Credit), description, amount, then totals both sides.
The simulation has to balance. Debits and credits don't match, and you'll see a red **"Balance not zero"** message with the gap. Fix the tax code or the amounts and simulate again until it's zero.
### Post To ERP
Simulation balances, accounting's correct, click **Post to ERP**. The bill posts and the invoice moves to **Closed**. Need to stop it instead? Click **Reject**.
Once posted, the invoice appears under the **Closed** tab on the dashboard, and its numbers feed straight into Reporting.