Public service supplier invoices with Notilus InOne

Some public service institutions have contracts with travel agencies. These allow the purchase of services (tickets, accommodation, car rental) paid for by the administration in the context of business trips. This management method reduces cash costs for employees who do not need to pay in advance for their travel. The dematerialized invoices issued by the travel agency are integrated into Chorus Pro.

Supplier invoices

When the public market uses a debit card as a means of payment, the control of expenses is based on a statement of transactions (ROP). Invoices are deposited in the Chorus Pro portal while transaction statements are directly integrated into Notilus.

The import of the statement of transactions into Notilus simplifies the control of expenses resulting from the execution of public contracts paid via a credit card. The application automatically reconciles the invoice lines with the travel orders to which they are associated.

The authorizing officer can then confirm that the service has been performed and send the statements to the accounting officer to generate accounting entries and facilitate the settlement of invoices in Chorus.

Reconciliation of supplier invoice transaction statements

When integrating a statement of transactions, whether it comes from the travel agency or a lodged card, the solution analyzes its content and automatically reconciles each invoice with the corresponding order placed via the travel orders in Notilus, relieving the manager of the reconciliation task.

The application can then compare the amount of the estimate validated in the travel order with the amount of the services invoiced. It then highlights the invoices that may contain significant differences from the order. Tolerance margins can be set for different types of invoices highlighting, for example, the slightest deviation noted on a train ticket but ignoring those induced by possible airport taxes on a plane ticket.

The auditor can therefore quickly identify the invoices in the statement of transactions that contain anomalies. He can then focus his attention on these invoices since the amounts of the other invoices are aligned with the orders that were placed during the validation process of the travel.

This allows the auditor to quickly identify invoices in the transaction report that are deficient. He can then focus his attention on these invoices, since the amounts of the other invoices in the statement correspond to the orders that were placed during the validation of the travel.

Management of supplier invoice disputes

In case of contention over one of the lines of the statement of operations, Notilus can highlight the invoices in question, making it easy for the manager to spot the invoices for which he must contact the travel agency to request a credit note. The invoices in the statement can thus be liquidated by the accounting officer while allowing the authorizing officer to keep track of the invoices in dispute.

When the next transaction statement comes in with a credit note, the application reconciles these with the invoices in dispute. The dispute can then be lifted manually by the manager or automatically by the application.

Combined with Notilus’ expense report management, the Invoice space gives the manager complete visibility on the real and total cost of each trip.

Reference texts

Order of March 22, 2017, setting the terms and conditions for digitizing paper invoices under Article L. 102 B of the Book of Tax Procedures
Mandatory information on invoices