Purchase Invoice Management Overview

GoldFinch Purchase Invoice Processing helps organizations record, review, approve, and post vendor invoices on Salesforce. Purchase invoices can connect to vendors, purchase orders, warehouse receipts, inventory, general ledger accounts, and payment activity.

This connected process gives purchasing, warehouse, and finance teams shared visibility into what was ordered, received, invoiced, and what remains payable.

Manage the Purchase Invoice Lifecycle

GoldFinch supports the principal stages of purchase-invoice processing:

1. Record the vendor invoice and supporting information.
2. Connect the invoice with applicable purchase orders or warehouse receipts.
3. Review quantities, prices, taxes, and other charges.
4. Resolve differences or exceptions.
5. Complete the required approval process.
6. Post the invoice for accounting and payment.
7. Retain the invoice and related activity for reporting and audit purposes.

The specific workflow depends on the organization’s GoldFinch products, configuration, approval policies, and accounting processes.

Process Inventory-Related Invoices

For inventory purchases, users can create purchase invoices from the applicable purchase order or warehouse receipt information.

Connecting these records helps users compare:

• Quantities ordered
• Quantities received
• Quantities invoiced
• Purchase prices
• Taxes, freight, and other charges
• Outstanding quantities and amounts

This visibility can help identify differences before users approve and post invoices.

Process Non-Inventory Expenses

GoldFinch can also process vendor invoices for expenses that are not related to inventory receipts, such as:

• Professional services
• Rent and utilities
• Office expenses
• Subscriptions
• Repairs and maintenance
• Freight or other service charges

These amounts can be assigned to the appropriate general ledger accounts, departments, projects, or other organizational dimensions according to the organization’s accounting structure.

Retrieve Receipt Lines

When a vendor invoice relates to received inventory, users can retrieve the applicable warehouse receipt lines rather than entering the information again.

This connection improves consistency between receiving and invoicing, reduces manual entry, and provides visibility into purchase-order and receipt activity.

Post Directly to General Ledger Accounts

Authorized users can assign applicable purchase-invoice lines directly to general ledger accounts. This supports invoices that do not require item or inventory processing and allows organizations to record operating expenses and other non-inventory charges.

Accounting treatment depends on the organization’s configuration and accounting policies.

Support Review and Approval

Organizations can configure review and approval processes based on their internal-control requirements. Reviewers may evaluate vendor information, supporting documents, invoice amounts, purchase-order and receipt relationships, coding, and exceptions before posting or payment.

Salesforce workflow capabilities can help route invoices for review and provide visibility into their approval status.

Connect Documents and Transactions

Supporting documents can be stored as Salesforce Files and associated with the relevant vendor or purchase invoice. Authorized users can review the invoice together with related purchase orders, receipts, approvals, accounting entries, and payment activity.

This creates a connected transaction history and reduces reliance on email attachments and disconnected file storage.

Accounting and Payment Integration

When organizations use GoldFinch Accounting, posted purchase invoices can update accounts payable and the applicable general ledger accounts. They can then be included in vendor-payment selection, aging reports, statements, and financial reporting.

Organizations using another accounting system may process purchase invoices through supported integrations or configured workflows.

Visibility and Reporting

Because GoldFinch operates on Salesforce, authorized users can use list views, reports, and dashboards to monitor:

• Invoices awaiting review or approval
• Unposted and posted invoices
• Purchase-order and receipt differences
• Vendor balances and activity
• Upcoming and overdue obligations
• Invoice activity by vendor, account, department, project, or other dimension
• Transactions requiring follow-up

Business Benefits

GoldFinch Purchase Invoice Processing can help organizations:

• Improve visibility into vendor invoices
• Connect invoices with purchase orders and receipts
• Reduce duplicate data entry
• Identify purchasing and receiving differences
• Strengthen review and approval controls
• Improve coordination among purchasing, warehouse, and finance teams
• Maintain supporting documents with the transaction
• Reduce reliance on disconnected spreadsheets and applications
• Preserve a more complete audit trail on Salesforce

Built on Salesforce

GoldFinch Purchase Invoice Processing runs natively on Salesforce. Vendor invoices remain connected with vendor Accounts, purchasing, inventory, receiving, accounting, payments, reports, and approval workflows in a shared platform.

Learn More

This page provides a high-level overview of purchase-invoice processing. Signed-in GoldFinch customers can find detailed instructions for creating, matching, approving, coding, and posting purchase invoices.

To learn how GoldFinch Purchase Invoice Processing can support your organization, contact GoldFinch Cloud Solutions.