The Documents section can be used to search and view receipts that have been sent by suppliers or manually uploaded. Document image data is kept for 2 years.
It is primarily used to view e-invoices submitted by suppliers. uses specially designed technology whereby a document can be sent by suppliers to a unique email address. This enables the system to automatically attach the document to the corresponding deployment within the Conferma Pay SNAP tool. Once enabled, the document functionality works alongside the communication to the hotel 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 (for example, firstname.lastname@example.org), which is the same for all deployments for that Card Pool. The benefit of this option is that we can also include a forwarding address where you will also receive a copy of any documents or emails sent to this address.
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.
This functionality can be configured in the Setup Portal. Please contact your Setup Portal administrator to have this functionality enabled for your company.
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 by:
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.
uses two different methods to auto-match documents to deployments, depending on the configuration of your virtual card account. To identify which method of auto-matching your account is configured with, please check with your Setup Portal Administrator.
Optical Character Recognition (OCR) software
Documents submitted to Conferma Pay SNAP can be processed using Optical Character Recognition (OCR) software to automatically match the document to the relevant deployment based on the data in the document, such as invoice references, check-in and check-out dates, etc.
A unique email address is generated for each deployment. The system automatically matches any documents received to the unique email address to the corresponding deployments.
In certain circumstances, such as unexpected formats or missing information, documents cannot be automatically matched to a deployment. You can match them manually in Conferma Pay SNAP.
From the Document Details, click Options and '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.
Click on the matching deployment, 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 . Alternatively, you can manually type the Rejection Reason.
Any text entered in the description field is also included in the communication to the supplier.
Select whether to send the communication via fax or via email.
The Fax Number and/or 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, which can be useful for tax purposes. Creating invoices also ensures that transactions are marked ‘reconciled’ and removed from your Invoice Reminder chase lists.
To create an invoice directly from the Documents page click Options and 'Create New Invoice'.
This opens a template for creating an invoice. Some of the information in the template is pre-populated 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 dropdown and adding a description and quantity.
Entering a value into the Gross field will populate the Net and Tax fields for you. Once you are happy with the details entered, 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 automatically link to any associated transactions or deployments.