Feature Article: Invoice Register

Overview

The Invoice Register in Profitz is the central hub for managing all supplier (creditor) invoices. It provides a complete view of invoice activity and supports both manual and automated invoice entry, document preview, status tracking, and workflow submission.

Teams use the Invoice Register to:

• Add and edit invoices
• Drag-and-drop invoice files for quick entry
• Monitor invoice status through the approval lifecycle
• Review scanned invoices via OCR (if enabled)
• Launch the Invoice Header for full invoice detail entry
• Allocate costs and validate GST before posting

Key Features

🔹 Manual Invoice Entry

Click Add to open the Invoice Header and enter invoice details manually. You can also double-click any existing invoice to edit it (if not yet posted).

🔹 Drag-and-Drop Upload

Drag a PDF or image file directly into the Invoice Register to launch the Invoice Header with the document preview preloaded.

🔹 OCR Scanning (Optional)

If configured, invoices emailed to a designated inbox are automatically scanned using OCR (Optical Character Recognition). Scanned invoices appear in the register with a status of To be verified.

🛠️ OCR setup must be completed by your IT team. Contact [e-mail] for assistance.

🔹 Invoice Status Tracking

Each invoice displays a Status to indicate where it is in the processing lifecycle:

Status	Meaning
Awaiting Recognition	Invoice is being processed by OCR
Error Occurred	OCR failed — invoice must be re-submitted
Invalid	Marked manually as a non-invoice or duplicate
To be verified	OCR complete — invoice ready for review
Submitted	Invoice submitted to a workflow, awaiting approval
Rejected	Invoice was rejected in the workflow
Posted	Invoice has been approved and posted to the system

Toolbar Functions

• Update Invoices — Click to allow to Profitz System to update the status of the invoice.
• + Add Blank — Click for Manual Invoice Entry
• + Add — Add invoice from PC (File Manager)
• + Add Multi — Add Multiple Invoices
• History — View audit trail for invoice actions

Next Steps

• To create a new invoice, see: How to Create a Creditor Invoice
• To resolve GST issues before posting, see: How to Fix GST Analysis Errors