The Incoming invoice analytics is the statistics page of the invoices you receive from suppliers. It does not list single invoices but summarizes them: it shows how much your suppliers invoiced you, which suppliers you depend on most, how much you still have to pay and when, how often you pay on time, which ledger numbers and VAT rates the costs were booked to, and where an invoice looks suspicious or incomplete. It helps you answer questions such as:
The possible statuses of an incoming invoice are: Draft, Closed, Cancellation, Cancelled. The statistics count the valid invoices in the value and the number: these are the invoices that are not deleted, not Draft and not Cancellation/Cancelled, in practice the Closed invoices. Drafts and Cancellation/Cancelled invoices are left out of the totals, but you see them in the status split of the Overview and in the indicators of the Audit tab. Deleted invoices are measured by the Deleted ratio indicator. Every amount is shown in the default currency, converted with the exchange rate of the invoice itself.
Click Main menu / Procurement / Analytics / Incoming invoice analytics to open the page. On the Search tab you can narrow the data with the Document date field pair, a part of the company name typed into the Supplier field and the Employee list, then click the Search button. When you open the page, the period from 1 January of the current year to today is shown. The Document date filters the time the invoice was recorded, not the performance date or the payment due date. There are six tabs and the filter works the same way on each of them. Note that the elements showing open payables (for example Open payables or the aging) show the current state, so the date filter does not affect them, only the Supplier and Employee filters do. The screenshots are taken from the Hungarian demo interface.
The top strip titled Incoming invoice volume shows the number and the value of the valid invoices for Today, This week, This month, This year and All (independent of the filter). Below it the indicators of the selected period follow, each compared with the previous period of the same length, with the percentage change:
Two monthly charts follow: Gross value by month and Net value and VAT by month (stacked columns). The Split by status shows the Draft, Closed, Cancellation and Cancelled invoices by number, and the Split by currency shows in which currency the invoices arrived (the value in the default currency).
The five indicators: Active suppliers (how many invoiced in the period), TOP3 share (the combined share of the three biggest suppliers in the value; above 60 % it turns yellow because it signals purchasing dependence), HHI concentration index, New suppliers and Inactive suppliers. The HHI is the sum of the squared supplier shares (%), between 0 and 10,000: below 1500 it is Low concentration, between 1500 and 2500 Moderate concentration, above that High concentration. A new supplier is one whose first incoming invoice falls into the period. The Top suppliers chart shows the ten biggest suppliers by value, the New and returning suppliers chart splits the invoicing suppliers by month.
The Supplier ranking table ranks by value in a Pareto style (up to 25 rows): the number, the value and the average value of the invoices, the Share, the Cumulative share and the Avg. days to pay per supplier. The Inactive suppliers table lists the suppliers that invoiced earlier but not in the last 90 days; this list does not depend on the filters. The Open balance and credit limit table shows per supplier the open and the overdue amount next to the Credit limit (payment limit) recorded on the partner; the Utilisation is the ratio of the open amount to the credit limit and appears only where the partner has a credit limit.
Here you see the financial side. Five indicators are at the top: Open payables and Overdue payables (current state), the Average days to pay (DPO) (the average number of days from recording the invoice to the last payment on the fully paid invoices of the period), the Paid on time ratio (the last payment was made on the due date at the latest) and the Average delay (days), which averages only the invoices paid late. If there is no paid invoice in the period yet, a dash is shown instead.
Before the weekly payment run open the Payments tab: from the first bucket of the Due date forecast (30 days) you see how much money you need in the next seven days, and the top of the Overdue payables by supplier table shows whom to pay first so that your average delay does not get worse.
Six indicators open the tab: Net value, VAT (with the percentage of the net value), Extraordinary cost (the sum of the extraordinary costs recorded on the invoices), Foreign currency share (the share of the invoices in a currency other than the default), Unassigned share (the share of the net value of the lines without a ledger number) and Shipping cost (the net value of the shipping cost lines).
Four indicators: the number and the value of the Incoming invoices, the Avg. booking latency (days) and the Booking latency, median (days) (the days between the performance date and the recording of the invoice, only on the invoices that have a performance date; the median is less sensitive to extreme values than the average), and the ratio and number of the invoices Booked after more than 30 days. The Creation time (weekday x hour) heatmap shows when the invoices are recorded, and the Booking by day of the month chart shows on which day of the month they are recorded (column: number, line: value). A peak at the end of the month points to batch, late booking. The Colleagues chart and table give the number, the value and the average value of the invoices per colleague.
This tab is for catching booking errors and gaps. Eight indicators are at the top (green if all is well, yellow or red if there is a problem):
The detailed lists follow. In the Duplicate suspect invoices table the Reason (earlier invoice) column tells whether Same invoice number or Same amount and day caused the suspicion, and its link opens the earlier invoice. The Linked documents ratio (3-way match) chart and the Links in detail table show for what percentage of the invoices a Supplier order, an Incoming delivery note and a Goods receipt belong to the same business process. Invoices without links lists the invoices with the highest value, Invoice and order amount mismatch the largest differences (Invoice amount, Order amount, Difference, Difference (%)) and Invoices booked late those with the longest delay (Performance, Document date, Latency (days)). The Age of the drafts chart (Within 7 days, 8–30 days, Over 30 days) and the Oldest drafts list show the unfinished invoices; both are the current state, independent of the date filter.
Before the month-end closing open the Audit tab with the period of the previous month: first go through the Duplicate suspect invoices list, because an invoice recorded twice burdens the cost twice, then bring the share of Lines without ledger number down to zero. With the Employee filter you see at once whose records need to be reviewed.
The elements of the Search tab and their meaning:
| Field / Element | Required | Description |
|---|---|---|
| Document date (from – to) | The time the incoming invoice was recorded. By default 1 January of the current year and today. | |
| Supplier | A part of the company name of the supplier. If left empty, all suppliers are shown. | |
| Employee | The colleague who recorded the invoice. The Please choose row means all colleagues. | |
| Search button | Reloads the active tab with the given filters. |
The meaning of the main indicators:
| Indicator | What it shows | How it is calculated |
|---|---|---|
| Incoming invoices | The number of valid invoices. | The invoices that are not deleted, not Draft and not Cancellation/Cancelled, in the period of the Document date. |
| Gross value, Net value, VAT | The value of the invoices. | The amount of the invoice in the default currency, converted with the exchange rate of the invoice. |
| Open payables | The invoice value not yet paid. | Gross amount – settled payments on all valid invoices, independent of the date filter (the Supplier and Employee filters apply). |
| Overdue payables | The part of the open payables beyond the due date. | The unpaid amount of the open invoices whose payment due date is earlier than today. |
| TOP3 share | The share of the three biggest suppliers. | The value of the first three suppliers as a percentage of the total value; above 60 % the supplier dependence is high. |
| HHI concentration index | The degree of supplier concentration. | The sum of the squared supplier shares (%), between 0 and 10,000; below 1500 low, above 2500 high. |
| New suppliers | Suppliers invoicing for the first time in the period. | Their first incoming invoice falls into the period. |
| Inactive suppliers | Suppliers that invoiced earlier but are quiet now. | No invoice arrived from them in the last 90 days; up to 15 rows, by value, independent of the filters. |
| Utilisation | The open balance compared with the credit limit. | Open amount / Credit limit (the payment limit recorded on the partner) × 100; only where a credit limit exists. |
| Average days to pay (DPO) | How many days it takes you to pay the invoices. | The average of the days between recording the invoice and the last payment on the fully paid invoices of the period. |
| Paid on time | The ratio of the invoices paid on time. | Of the fully paid invoices, those where the last payment was made on the due date at the latest. |
| Average delay (days) | The average delay of the invoices paid late. | The difference between the last payment and the due date in days, only on the invoices paid late. |
| Payment status | How paid the invoices are, by number. | Paid: no open amount; Partially paid: there is a payment but an open amount remains; Unpaid: no payment. |
| Due date forecast (30 days) | The amount payable in the next 30 days. | The unpaid amount of the open invoices by due date in four weekly buckets (days 0–6, 7–13, 14–20, 21–30). |
| Foreign currency share | The share of the foreign currency invoices. | The value of the invoices in a currency other than the default as a percentage of the total value. |
| Unassigned share | The cost without a ledger number. | The net value of the lines without a ledger number as a percentage of the net value of all lines. |
| Extraordinary cost | The extraordinary costs recorded on the invoices. | The sum of the extraordinary cost fields of the invoices in the default currency. |
| Change, Extra cost | The deviation of the invoiced price from the average purchase price. | (invoiced price – average purchase price) / average purchase price, in percent; the extra cost is quantity × (invoiced price – average purchase price). |
| Avg. booking latency (days), Booking latency, median (days) | How much time passes between performance and recording. | The average and the median of the days between the performance date and the recording of the invoice, on the invoices that have a performance date. |
| Duplicate suspects | Invoices possibly recorded twice. | An earlier invoice of the same supplier with the same invoice number, or with the same amount on the same day. |
| Not linked to order / receipt | The share of invoices without a link. | Invoices that are not linked to a Supplier order, an Incoming delivery note or a Goods receipt in the same business process. |
| Invoices differing from the order | The number of invoices differing from the order value. | The gross value of the invoice differs by more than 1 % from the gross value of the linked supplier order(s); only where an order link exists. |
| Late booking | Invoices recorded late. | Invoices recorded more than 30 days after the performance date. |
| Foreign currency without exchange rate | Foreign currency invoices missing from the totals. | Invoices in a currency other than the default with no exchange rate given. |
| Storno ratio | The share of cancelled invoices. | Cancellation and Cancelled / (valid + Cancellation and Cancelled + Draft). |
| Deleted ratio | The share of deleted invoices. | Deleted / (deleted + valid + Cancellation and Cancelled + Draft). |
The menu item appears under Procurement / Analytics if the Incoming invoices module is assigned to you. If it is missing, ask your administrator to check your module assignment.
The statistics sum up only the valid invoices (not deleted, not Draft and not Cancellation/Cancelled), in the period of the Document date, in the default currency, converted with the exchange rate of the invoice. If the list also contains a draft or a cancelled invoice, it is left out of the totals here. A foreign currency invoice without an exchange rate is also left out: these are shown by the Foreign currency without exchange rate indicator of the Audit tab.
Open payables, Overdue payables, the aging, the due date forecast, the oldest overdue invoices, the open balance and credit limit table and the drafts show the current state, because an unpaid invoice is still a debt even if it is old. The date filter does not affect them; the Supplier and Employee filters do.
The DPO, the Paid on time ratio and the Average delay (days) are calculated only from fully paid invoices, based on the dates of the payments. If all the invoices of the period are still open, or no payment is recorded for them, there is nothing to average. The Average delay (days) also appears only if there was an invoice paid late.
The Utilisation is calculated from the Credit limit, which is the payment limit recorded on the partner. If no credit limit is given on the data sheet of the supplier, the column stays empty; the open and the overdue amount are still shown.
Open the invoice and the earlier one shown in the Reason (earlier invoice) column, and compare them. If it really was recorded twice, cancel or delete the wrong one so that it does not burden the cost and the debt twice. If they are two separate invoices of the same amount (for example a monthly fee on the same day), the suspicion is unfounded; the system does not change the list.
The list examines only invoices that are linked to a Supplier order in the same business process and whose gross value does not match exactly. If you recorded the invoice independently of the order, without a link, you find it among the Invoices without links, and the mismatch indicator does not see it.
The unassigned share counts the lines that have no ledger number. On the Audit tab you see the number, on the Costs tab the value of the Unassigned row in the ledger split. You can add the missing ledger number on the lines of the invoice; open the invoice from the Incoming invoice list.
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