AP Payment Run & Document Matching
Refer to Product Ideas
- Account name - H3 (Hamilton City Council)
- Region - APAC
- Client version (Enterprise) - v25.1
- Description of the issue
- What does the client want to do? Why do they want to do this?
- The finance team at H3 wants to streamline the collation of payment run support by automating how invoice records are referenced from Momentus, aiming to reduce repetitive tasks and human error.
- User Story
- As a finance team member, I want to avoid manually snipping invoice PDFs into Excel files so I can prepare payment run support faster, with greater accuracy and less administrative overhead
- The current approach involves saving PDFs from Momentus to a shared drive, then manually snipping each invoice page into an Excel spreadsheet (used as support during payment runs). While functional, it’s inefficient. they have suggested using Datasnipper, which can automatically extract key fields from PDFs and link them directly, eliminating the need for snipping.
- What does the client want to do? Why do they want to do this?
- What you've already tried or suggested. Why does this not work?
- NA (no solution exist to validate the invoice received against the payment run except manual checking of documents.
- I'm also checking as generally voucher invoices copy can be referred back to validate against the payment run but i see this process has lot of clicks. (Update - Customer is aware of this but the payment run approvers want one quick and easy file to check rather than having to open vouchers in enterprise and find document)
- Business impact if not resolved
- Ongoing time inefficiencies and increased risk of human error. Process is not scalable as payment volume grows.
- Attach relevant files (such as screenshots) - Payment Run Support 1.xlsx
- Links to articles where you've looked for solutions and also other steps you've taken to research the issue.
- Tools
- H3 have shared this platform which helps with Document Matching - DataSnipper
- Solution
- The customer is open to alternative solution or hear about if we integrate or partner with anything similar or if this is a roadmap item for consideration but can be done through tech team.
Thanks
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Official comment
This is a solid enhancement request and one I have heard from others - although only from time to time.
What we should do within Momentus - is make it very easy to cycle through a list of vouchers and/or a list or payments and see the invoice documents related to that payment.
Shortest path is to just make this easier for a user to accomplish with less clicks to open the document.
Longer and best path may be to load the document automatically into the reading pane somehow - although we don't actually do this anywhere else in the application (which is why I say maybe the short term step is to just give one click access to open the document - which fundamentally is no worse than their excel document which requires clicking from tab to tab in excel. -
Tagging Ryan Ungerboeck
CC @...
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Himanshu please open Pendo enhancement and paste the link here
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Thanks Ryan & Seth, if this enhancement can be considered it would be quite powerful to process large number of payment runs that requires validation.
Pendo Enhancement Submitted - Accounts Payable - Payment Processing with Integrated Invoice Referencing
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Thanks Himanshu
We are trying to understand the job the customer is trying to accomplish.
You said above in the use case: “As a finance team member, I want to avoid manually snipping invoice PDFs into Excel files so I can prepare payment run support faster, with greater accuracy and less administrative overhead”
I am not familiar with payments, but it sounds like the job is the “payment run” - what is this?
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Seth, this will be payment processing.
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Why are they “Manually snipping invoice PDFs into Excel files”? What are they doing with the excel file?
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Hi Seth,
Based on the comment from customer below, they are using for quick processing of the payment batch when we advise users to access vouchers directly “That was something we considered however our payment run approvers want one quick and easy file to check rather than having to open vouchers in momentus and find document! If we could get a report built that links the invoice document that may be helpful”
Ryan's recommendation on having the ability to preview supplier invoices quick on the grid itself against the payment batch is what we are trying to accomplish as a validating step before the payment is made.
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Got it. I am writing this as a job-to-be-done. Is this correct:
The AP Clerk wants to confirm the voucher / supplier invoices match the payment batch before the payments are processed, to double-check that there are no incorrect payments being made.
CC @...
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I think if we were to broaden this a bit - when reviewing a list of vouchers / supplier invoices, as user wants to review the PDF document attached more easily for a full understanding of what is being approved for posting or for payment.
You could also make a case for being able to view sent/customer invoices documents in the reading pane as well - which would also make use of this feature but is an unrelated enhancement - other than the technical solution would likely be the same. -
A basic question - why do they want “a full understanding of what is being approved”?
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I think in general - an invoice document has a lot more information on it than what is contained within the voucher record. For example - our voucher record might just have an invoice from a landscaping company for $5,000 and note that its for May landscaping services. The supplier invoice PDF will have all the nitty details if someone wanted a further understanding of exactly when they performed the services and line items/notes to describe what was done.
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Ok got it. So they want to always check the invoice visually, and there is no way to remove/automate this step.
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