The Documents section can be used to search and view receipts that have been sent by suppliers or manually uploaded.
It is primarily used to view e-invoices submitted by suppliers. Conferma Pay Online uses specially designed technology whereby a document can be sent by suppliers to a unique email address enabling the system to automatically attach the document to the corresponding deployment within the Conferma Pay Snap tool. Once enabled, the documents functionality works alongside the communication to the hotels to add a specific email address for the supplier to send a copy of the invoice. There are two options for this.
The communication will include a specific email address generated by Conferma Pay Online (for example email@example.com) which is the same for all deployments for that card pool. The benefit of this option is that Conferma Pay Online can also include a forwarding address where you will also receive a copy of any documents or emails that are sent to this address.
Conferma Pay Online can generate a unique email address for each individual deployment. The benefit of this option is that the automatic percentage match rate is much higher as we know exactly which email relates to which deployment due to the designated mail address that it is sent to.
This functionality can be configured in the Conferma Pay Online Setup Portal. Please contact your Setup Portal administrator to have this functionality enabled for your company in the first instance.
All of the documents that are received or uploaded into Conferma Pay Snap can be located using the document search function.
To search for a document, use the search parameters to filter on:
Uploaded By (Email address, Fax number, or name)
Use the additional filter options to narrow your search results to whether deployments or invoices are matched, unmatched, or both, then click Search to display the results.
Conferma Pay Online uses two different methods to auto match documents to deployments depending on the configuration of your virtual card account. To check which method of auto matching your account is configured with please check with your Conferma Pay Online Setup Portal Administrator.
Optical Character Recognition (OCR) software
Documents submitted to Conferma Pay Snap can be subjected to Optical Character Recognition (OCR) software to automatically match the document to the relevant deployment based on the data contained in the document such as Invoice References, Check-In and Check-Out Dates etc.
Because a unique email address is generated for each deployment. The system auto matches any documents received at each unique email to the corresponding deployments.
Where Conferma Pay Online Software has not automatically matched a document to a deployment, Conferma Pay Snap allows users to match them manually.
It’s possible this situation would occur if a document was sent in an unexpected format or is missing information that our OCR technology would usually pick up. You can easily match a document to a deployment by selecting the document, clicking Options in the top corner, and then Link to a Deployment.
The deployment search bar will open in the left tab. Use the information from the document to find your deployment. Do this in the same way as performing a Deployment Search.
When you have found the matching deployment, click on it, then click Link to Deployment.
You will see a message confirming that the document has been successfully linked to the deployment.
If for any reason you need to unlink the document from the deployment, click Unlink Deployment.
If any detail in the document submitted by the supplier is incorrect (for instance if the invoice line items exceed the payment restrictions), users have the option to reject the document.
Locate the document in question. The Payment Restrictions for that deployment are displayed, allowing users to verify that they match the line items in the document. Selecting the Linked Deployment also provides a preview of the deployment.
Click Options in the top right of the screen and select Reject Document.
Only documents that have been matched to deployments can be rejected. If the document has not already been matched to a deployment, the document can only be deleted rather than rejected. This ensures that users can always provide context to the supplier on why the document has been rejected.
Select a Rejection Reason from the dropdown list that will be communicated to the supplier. Rejection Reasons can be configured for your agency by Conferma. Alternatively, you can manually type the Rejection Reason.
Any text entered in the description field is also displayed on the communication to the supplier.
Select whether to send the communication via fax or via email.
The Fax Number and/or the Email Address will automatically be populated with the contact details the supplier used when they submitted the original Document.
Click Confirm to send the invoice rejection notification to the supplier. The communication contains instructions to the supplier on how to resubmit a satisfactory invoice document.
Adding invoices in Conferma Pay Snap enables you to run reports showing the invoice breakdown, this can be useful for tax purposes. The creation of invoices also ensures that transactions are marked ‘reconciled’ and therefore removes them from your Invoice Reminder chase lists.
To create an invoice directly from the document screen select Options and then Create New Invoice.
You will be presented with a template for creating an invoice. You will see that some of the information has been prepopulated into the template from the document. Complete the mandatory fields plus any other detail required for your invoice.
To add the invoice breakdown click + Add Line Items to expand the template.
Add the line item/s by selecting from the drop down and adding a description and quantity.
Entering a value into the Gross field will calculate the Net and Tax breakdown for you. Once you are happy with this detail click Add Line. If you make a mistake you can remove the line item.
Once all the line items are added click Create to create the Invoice.
The invoice will auto link to any associated Transactions/Deployments.