Invoice Monitoring

This project was awarded to piyushdpatel for $200 USD.

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Project Budget
$30 - $250 USD
Total Bids
Project Description

- Object

Monitor invoice payments process

- Scope

Financial Dept, all Dept Assistants and Receptionist.

- Project Description

Every time an invoice arrives via mail (e-mail, fax, postal service), must be registered into Invoice Monitoring Software, then payments status, payment date and Project related name will be updated by Financial Dept. All Assistants have the possibility to search for an invoice status, if a vendor solicitants for the invoice payment.

Process description

At invoice arrival a Receptionist enter the following data into the software:

• arrival date

• invoice date (by vendor)

• vendor name (if not present in drop down menu, should be able to add a new item)

• invoice number (by vendor)

• payment date (automatically after 60 days)

• total invoice amount

• notes

• reference assistant name from a drop down menu

Then the Financial Dept update some fields:

• forward date to the main office for payment

• payment date

• a check if the invoice is related to a project, and the name of this project

• a check if a document needed to authorize payments is missing, and a field to specify it

The Finance Dept should be able to make a report of invoice starting from:

• forwarded interval date (to main office)

• expiry date interval

• invoices with documents missing

Every month should be able to manually update vendor name list, entering the data directly to the Access table (no importing features at this time). Then export all invoice data in an Excel file.

All the Assistants should be able to search for an invoice payment status starting from:

• vendor name

• invoice number

• invoice number + amount

A brief result must be shown in the search box result. Double click on a line to show all invoice details

- Suggested DB Tables

See attached Access DB.

- Permission levels


• can only enter data, no delete or modify

Financial Dept (admin)

• edit, delete, enter all types of data

• export data in xls files

• create, modify user at all permission levels


• read only

All user enter the software using login/password.

- Software developer requirements

Develop software using an Access DB

Stay in contact with IT Dept through this website for future maintenances, requests, improvements

Source codes

- Future improvements

• log Financial Dept (admin) operations

• import vendor list using the software interface (not the Access DB)

Awarded to:
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