GREAT NEWS!  

We have just completed a completed overhaul of our Invoice Verification System. We have integrated AI which has made the process easier and faster!

QUICK TIDBITS

 

  • No more scanning/emailing invoices except when there is a delivery exception*
  • Faster Invoice Turnaround
  • Ability to find specific invoices from specific vendors
  • APP to submit invoices

 

*Note: Select vendors do not have the ability to email invoices. H&H Purchasing will notify you of any vendors in your network to which this applies.

Steps for the H&H Purchasing

Invoice Verification System

STEP 1:  Check the invoice at time of delivery – Ensure that items ordered have been received. 

  • All Items on the Invoice Received – You do not need to do anything. Vendors will be transmitting a copy of the invoice electronically, including a pdf, to H&H Purchasing directly*.

  • Items Missing/Rejections/Mispicks – If the invoice is not correct:
    • Food/Janitorial Items – Vendors provide a detailed invoice at time of delivery. When the delivery arrives, confirm that all items have been received. If items are on the invoice, but not received due to damages, mispicks, shorts on truck, etc., mark both the driver’s invoice and your copy and have the driver sign both copies. Then, use the APP below to submit a copy of the invoice for review. Note: You do not need to mark/send any invoices where items are listed as short/shipped 0 on the invoice, as you are not being charged for these items.
    • Program Supplies – The majority of these vendors send invoices via email/mail when orders are shipped. Packages arrive with only a packing slip. Orders should be checked against the vendor invoice to ensure all items have arrived. If there is a discrepancy, use the APP below to submit a copy of the invoice for review.

*Note: Some vendors do not have the ability to email invoices. H&H Purchasing will notify you of any vendors in your network to which this applies.

 

STEP 2: Receive the “package” from H&H Purchasing – All invoices will be reviewed to verify pricing. A “package” email will be sent to your designated financial staff providing a SUM (Spending Update Memo) along with a copy of a remittance form by vendor. A Dropbox link is provided in each package email to view all copies of invoices reviewed.

 

STEP 3: Pay your invoices – Using the H&H remittance form provided with each package, submit payment to the vendor using the Total to Pay amount. This amount reflects any adjustments made to an invoice total. The remittance details should be included with payment whenever possible.

Invoice Packages

Based on user feedback, we will no longer be grouping all of the invoices together in one file in Dropbox. Invoices will be filed by Year/Vendor/Invoice# on your individual Dropbox. This will make it much easier to find a specific invoice, as well as provide you with individual files to attach in your bill payment system.


H&H Invoice Stamp

We will only be “stamping” invoices that have been authorized for a “short pay”. Invoices without corrections will no longer have an H&H Stamp.


GL Code Updates

If you use GL Codes for your Purchase Orders (POs), users will now be able to change the code up until the time the invoice has been processed. If you would like your GL Codes added to the PurchaSoft, please let us know.


H&H INVOICE APP

Scan or click the QR code below to download the H&H Invoice App. This app will allow you or any of your staff to submit invoices right from your phone.

What does this mean for you and your team?

 

H&H Purchasing is using an advanced AI system that features:

  • Less invoices to send to H&H Purchasing.
  • Faster Processing Times.
  • Increased accuracy of credits and adjustments.

If you have any questions, please let us know.

 

H&H Purchasing