Scanning an Invoice to Compass

Step 1: Create the scan

• The scanned file must be a .pdf document.
• The file created by the scan must contain ONLY ONE INVOICE.

Step 2: Send the scan to Compass

There are 3 ways to get the scanned document to Compass.

1: Via the Web Portal:

Scan the document and save it on your computer.

Log into the Compass Web Portal at https://www.compass-ed.org/compass/.   Under the menu item that has your email address, pick 'Add Attachment to a Compass Module'.

Change the module to Invoice, and the type in the purchase order number.  You can optionally type in the invoice number.   Click on Choose File, and find the scanned invoice .pdf file.  Once you've chosen your file, click submit.

2: Via Compass Client

NOT AVAILABLE YET

3: Via Email

Scan the invoice and email it directly to invoices-yuhsd.compass-ed.org.  The system will attempt to get the purchase order number from the document.  If it can't, then the invoice will be sent to accounts payable to assign the purchase order number.  

NOTHING in the subject or text of the email will be saved.  Only the attached .pdf file will be saved.

 This is not the recommended way to scan invoices to Compass.  It could slow the process down considerably.

Step 3: Update Invoice and Sign Off

Once the invoice is in the system, with a valid PO number, it will route it to the Campus Facilitator, if it's at a school, or to the Originator if at the DAO.  The system will send an email to that person, and add a notification.  If that person is you, you can click on the item on the Notifications Screen, or go to the Invoice Attachments screen directly.

Above is an example.  The system will show the scanned invoice, and all lines from the purchase order.  You can type in the invoice number, if you know it, and then pick what lines you want to pay and for how much.  You can also chose to close the PO line.  When the invoice information is correct, you can Mark the invoice and the system will send it on to Accounts Payable.

Q: How can I delete an invoice that was mistakenly attached?

A: If it was attached to the wrong PO, you can change the PO #.  If it never should have been scanned, you can reject it.