What is EA Verification Status?

EA Verification status at Nimbello plays a crucial role in preventing errors that occur during the data-entry process. Invoices are subject to EA Verification to identify and rectify any processing errors before advancing through the workflow.  Review is performed by our dedicated team of Account Administrators who address various issues to help ensure accurate processing.

 

Common Issues Leading to EA Verification:

• Invoice Number Inconsistency

Nimbello compares the invoice number format of each invoice that comes through to those previously processed for each vendor.  In cases where a processor may accidentally enter the account number instead of the invoice number on an invoice, this EA verification hold will catch it if the number format is different than the previous invoices for that vendor.

• Date Validation

Date discrepancies, such as incorrect date entry or "date outside of range" get caught in EA verifications.  The most common reason for this hold is a very old invoice.  In those cases, usually the Nimbello admins will just make sure all invoice data was entered correctly and then push the invoice through.

• Potential Duplicate Invoice

To prevent the processing of duplicate invoices, the system identifies potential duplicates during EA Verification. This step helps maintain data accuracy and avoids unnecessary redundancy in financial records.  Nimbello uses a 5-point matching system, and can automatically archive true duplicates, but if not all information matches, the invoice will be caught in EA verification for review.  One possible scenario would be an invoice which has the same vendor, invoice number, and total, but the invoice date is different.  If ever our admins believe an invoice will require further review, they will send the invoice to "Verification" status for the customer's AP team to review.

• Pairing Hold

Invoices may be held for review if there are issues related to pairing, which has to do with how the PO lines pair with the invoiced lines.  This only applies to PO invoices.

• Math Error

Any discrepancies in mathematical calculations within an invoice prompt EA Verification. This includes errors in line items, subtotals, and totals that could impact the accuracy of financial records.

• Unknown Vendor

If a processor isn't sure which vendor to select during data entry, they will escalate these for Admin review.  Any invoice processed to an unknown vendor or (usually under vendor number 999999) will get caught in EA verification as well.  If the admin also cannot identify the correct vendor, or has any other questions about an invoice, they will escalate the question by placing it in Verification Status. 

• Zero Total Invoice

Invoices with a total amount of zero are subject to EA Verification. This ensures that such invoices are legitimate and not the result of processing errors or omissions.

 

Nimbello's Account Administrators undertake daily reviews of all invoices caught in EA Verification. This proactive approach ensures that any potential errors are promptly identified and corrected, minimizing the risk of inaccuracies in the financial workflow.

In conclusion, EA Verification at Nimbello is a critical step in maintaining the accuracy and integrity of the invoicing process. By addressing issues such as inconsistent invoice numbers, date validation, potential duplicates, pairing holds, math errors, unknown vendors, and zero total invoices, Nimbello ensures that its financial transactions are reliable and error-free. The dedicated efforts of Account Administrators contribute to a streamlined and efficient invoicing system, providing clients with confidence in the accuracy of their financial records.