Auto-Assign Backup Files to Create Invoices

Overview

The Auto-Assign Backup Files to Create Invoices feature in Vividly's Deduction Reconciliation Module (DRM) streamlines the process of creating invoice headers by allowing users to upload multiple backup files and automatically generate corresponding invoice headers in a single action. This powerful automation tool eliminates the need to manually create individual invoice headers one at a time, significantly reducing data entry time and minimizing errors during deduction processing. When combined with the autofill functionality, this feature can automatically scan uploaded backup files (using Vividly's Sensible technology) and pre-populate critical fields such as the invoice number, dollar amount, backup source template, and even promotion types—remembering your previous selections for each backup source to make future processing even faster.

This feature is located within the Business → Deduction Reconciliation module in Vividly. Once you open a deduction transaction, you can access the Manage Backup side panel by clicking either the "Manage Backup" button or the paperclip icon. From within this panel, you can upload one or multiple backup files at once, select them using checkboxes, and choose "Add and Create Invoice Header" to instantly generate invoice headers for all selected files. The autofill setting (which controls whether the system automatically scans and populates invoice details) is a user-specific toggle found in the Manage Backup settings, meaning each team member can choose whether to enable or disable this automation based on their workflow preferences.

Steps

Uploading Backup Files to Create Invoice Headers in Bulk

1. Go to Business → Deductions Reconciliation

2. Click in a transaction to open it

3. Just below the title, click on the clip icon or the "Add Files" button (Plus icon) to open the "Transaction Files" profile where you should be able to upload your backup files. 

4. Go to the "Drag & drop files" upload box and Upload one or multiple backup files related to the deduction transaction

   • Supported file types: PDF, Excel (.xlsx), CSV

   • You can upload all files at once or add them one at a time

5. The uploaded files will appear in the Manage Backup file list

   1. Optional for future search: Use the Type dropdown filter (Remit, Backup, etc.) to organize or filter your files if needed

   2. Optional for future search: Use the Check # filter to view only files associated with a specific check number

Selecting Files and Auto-Creating Invoice Headers

1. Go to Business > Deductions Reconciliation

2. Click in a transaction to open it

3. Just below the title, click on the clip icon or the "Add Files" button (Plus icon) to open the "Transaction Files" profile where you should be able to upload your backup files. 

4. Locate the checkbox in the header row next to "File" (at the top of the file list)

5. Click the header checkbox to select all files at once, or individually select specific files by clicking their checkboxes

6. The system will show how many files are selected (e.g., "19 selected")

7. Look for the Create Invoice Header(s) button dropdown that appears after files are selected 

Tips

• Use the "Create Invoice Header" option instead of just "Add to Transaction" to enable automatic invoice header creation

• The filename is often used as the invoice number, so consider naming your files clearly before uploading

• For check remits with multiple deductions, this bulk method (called "lump sum" processing) is far more efficient than processing each deduction individually

• CSV and Excel files are supported but won't be automatically scanned—you'll need to manually enter details for those