Supplier invoices
The Supplier invoices screen is the final
brick in the commitment chain of the Procurement module (supply): once you have ordered and
then received, the supplier’s invoice arrives — and you check that it actually matches what was
ordered and really delivered.
It is also Envergure’s answer to the French e-invoicing reform: from 1 September 2026, every VAT-registered company must be able to receive supplier invoices in a structured electronic format. That obligation hits everyone at once, even before the obligation to issue.
Depositing an invoice
The “Import an invoice” button accepts the structured formats admitted by the reform:
- Factur-X — a human-readable PDF that embeds the structured XML. This is what French suppliers most often send: drop the PDF as-is, Envergure fetches the XML from inside it.
- CII (UN/CEFACT) and UBL — the “bare” XML, without a surrounding PDF.
Envergure reads the file, extracts the invoice number, dates, currency, lines and VAT breakdown, then identifies the supplier from the legal identity declared in the file (SIRET, SIREN or VAT number). If the supplier is not recognised — because their legal identity is missing from the partner record — the import asks you to name them explicitly.
An unreadable or incomplete file is refused on deposit: this is the automatic rejection foreseen by the reform, and the supplier must issue a new one.
The original is kept. The deposited file is archived as-is and attached to the invoice. It is the probative record: regulation requires keeping it, not merely reading its contents.
Three-way matching — the check that matters
This is the heart of the screen. Accounting software can record an invoice; what it cannot say is “this invoice does not match what I ordered and received”. Envergure can, because it holds all three pieces: the order, the receipt and the invoice.
The “Match” button confronts the invoice with its purchase order and checks:
| Check | What is verified |
|---|---|
| Quantity | The invoiced quantity does not exceed the quantity actually received — you don’t pay for what never arrived. Invoicing less is normal (partial invoice). |
| Price | The invoiced unit price matches the ordered price, within a configurable tolerance (0 % by default). |
| VAT | The VAT breakdown declared at the foot of the invoice matches the sum of the lines, rate by rate. |
| Off-order | An invoiced line matching no order line is flagged. |
| Uninvoiced receipt | A received line missing from the invoice is flagged — for information only: a partial invoice is legitimate, the rest will come later. |
Each invoice line is tied to its order line by item. The link relies on the reference the supplier uses to designate the item, found in their
catalog. An order line can only be used once, preventing two invoiced lines from claiming the same delivery.
The verdict is Matched or Discrepancy. On a discrepancy, the detail is shown: which type, on which line, what was expected and what was found. Matching is repeatable: after a correction (supplier credit note, additional receipt), run it again.
Approving or refusing
A matched invoice can be processed. Two safeguards protect the company:
- An invoice with discrepancies cannot be approved blindly. You must explicitly accept the discrepancies and state why — that arbitration is recorded in the invoice journal. An invoice that was never matched cannot be approved at all.
- Separation of duties: the buyer who placed the order cannot approve the matching invoice. This is what makes the chain auditable — the same person does not both order and clear payment.
Refusal always requires a reason. It is not final: a dispute gets resolved (credit note, correction, additional delivery) and the invoice can go back for approval.
Life cycle and statuses
The reform requires sending the statuses an invoice goes through back to the platform. Envergure produces and journals them:
| Status | Meaning |
|---|---|
| Deposited | The invoice has entered the system. |
| Rejected | Automatic rejection on deposit: unreadable or incomplete file. Final — the supplier reissues. |
| Received | Handling acknowledged (optional). |
| Approved | Cleared for payment (optional but useful for tracking). |
| Refused | Business refusal with a reason: dispute. Reversible. |
| Cashed | Payment observed. This status comes from your financial system, not from Envergure. |
The journal at the bottom of the record keeps who did what, when and why — that is the compliance evidence.
The status export button produces the record the platform expects. It comes out as a file: Envergure’s core stays self-contained, with no network dependency (air-gapped constraint). An automatic connector to an approved platform remains possible, as an option.
Where Envergure stops
Deliberately, at the finding. Envergure tells you whether the invoice is justified and produces its status; it does not keep your books, posts no accounting entry, triggers no payment and files no VAT return. That work belongs to your financial system, to which the matched invoice and its status are exported.
See also
- Purchase orders — the commitment the invoice settles.
- Receptions to process — the delivery, second leg of the match.
- Supplier catalog — the vendor references that let invoiced items be recognised.