---
title: "Process Vendor Invoices in MarginEdge"
sidebarTitle: "MarginEdge invoices"
description: "The review, coding, approval, and export cycle for restaurant invoices captured in MarginEdge and exported to Sage Intacct."
icon: "receipt"
---

> **For AI agents:** the complete documentation index is at [llms.txt](/llms.txt). Append `.md` to any page URL for its markdown version.

| Field | Value |
|---|---|
| **Owner** | Unassigned — needs an owner |
| **Department** | Accounts Payable |
| **Effective date** | Not set in source |
| **Scope** | Managing vendor invoices for **The Charter Oak Group** using MarginEdge: restaurant upload, AP review and coding, approval, export to Sage Intacct, and exception handling. Written for this client's configuration — the store email addresses and weekly deadlines are client-specific. |
| **Source** | `Accounts Payable Department/2. Invoice Processing/MarginEdge Process Document.docx` |
| **Escalation** | Jonah Dellaesga and Andrea Souders |

Restaurants upload invoices into MarginEdge, where OCR extracts the header data. The PBI AP team reviews, codes, and approves them, and approved invoices export nightly into Sage Intacct as AP bills ready for payment.

## Roles and responsibilities

<Columns cols={3}>
  <Card title="Restaurant staff" icon="store">
    Upload invoices at a set cadence, preferably daily. Ensure images are legible and complete. Review new items weekly and mark as Reviewed once GL coding is approved.
  </Card>
  <Card title="PBI AP team" icon="user-check">
    Review uploaded invoices, validate vendor, GL coding, and amounts, approve for export, and resolve exceptions and rejections.
  </Card>
  <Card title="PBI accounting manager" icon="user-tie">
    Perform spot-checks for quality control and manage escalation of vendor or system issues.
  </Card>
</Columns>

<Warning>
  Store staff must upload **only legitimate invoices approved to be paid**. Packing slips, quotes, and purchase orders must not be uploaded. Rejecting these downstream costs far more time than not uploading them.
</Warning>

## Invoice flow

```
Upload → MarginEdge OCR → AP review → Approval & export → Posting in Intacct
```

1. **Invoice upload** — the restaurant uploads via app, email, or scanner.
2. **MarginEdge processing** — OCR extracts vendor, invoice number, date, and total. Anything OCR can't identify routes to MarginEdge's back-office support team.
3. **AP review** — the PBI team validates invoice accuracy, coding, and vendor mapping to Sage Intacct.
4. **Approval and export** — approved invoices export from MarginEdge into Sage Intacct.
5. **Posting in Intacct** — AP bills are created and available for payment.

## Procedure

<Steps>
  <Step title="[Restaurant staff] Upload the invoices">
    Staff upload by either method:

    - **Mobile app** — take a picture and upload.
    - **Email** — send or forward PDF invoices to the restaurant-specific MarginEdge address.

    | Location | MarginEdge email address |
    |---|---|
    | Charter Oak | `charteroak@meinvoices.com` |
    | Chosen Frozen | `chozenfrozen@meinvoices.com` |
    | Ciccio | `ciccio@meinvoices.com` |
    | Loveski Marin | `loveskimarin@meinvoices.com` |
    | Loveski Napa | `loveskinapa@meinvoices.com` |

    Best practices: include all pages, use black-and-white or color scans rather than blurry photos, and upload daily to prevent a backlog. If not daily, hold to a set weekly cadence.

    <Note>
      Locations must use their own dedicated address. An invoice sent to the wrong store's address lands in the wrong entity.
    </Note>
  </Step>

  <Step title="[Restaurant staff] Review new items weekly">
    The restaurant must review new item GL mappings each week, completed by **end of day Tuesday**.

    GL coding defaults apply based on item mapping, so unreviewed new items produce miscoded expenses. It is the Charter Oak team's responsibility to review item mappings against what's expected.
  </Step>

  <Step title="[PBI AP] Log in and check new items">
    Use the PBI Apps home page to navigate to MarginEdge, then select the restaurant whose invoices you're approving.

    <Frame caption="Selecting the restaurant in MarginEdge">
      <img src="/images/accounting/marginedge-process-document/image1.png" alt="MarginEdge restaurant selection screen" />
    </Frame>

    Check **Products → New Item Review** first. If new items still need review, escalate immediately to Jess at The Charter Oak Group — do not proceed to approvals.
  </Step>

  <Step title="[PBI AP] Open the invoice approval queue">
    Once new items are confirmed reviewed, go to **Orders → Invoice Approval**.

    <Frame caption="The Invoice Approval queue">
      <img src="/images/accounting/marginedge-process-document/image2.png" alt="MarginEdge invoice approval queue" />
    </Frame>
  </Step>

  <Step title="[PBI AP] Review each pending invoice">
    Open the invoice details for each invoice showing **Pending Approval** and review the side-by-side view of the invoice image against the MarginEdge invoice details.

    <Frame caption="Side-by-side view of the invoice image and extracted details">
      <img src="/images/accounting/marginedge-process-document/image3.png" alt="MarginEdge side by side invoice review" />
    </Frame>

    Confirm each of the following:

    | Check | What to confirm |
    |---|---|
    | **Legitimate invoice** | Not a packing slip, purchase order, or quote. Contact Jess at TCO for anything you think should be rejected. |
    | **Vendor** | Matches the correct Intacct vendor |
    | **Invoice number and date** | Match the uploaded invoice |
    | **Total amount** | Matches the scanned document |
    | **GL coding** | Expenses coded correctly (Food, Beverage, Supplies) |
    | **Restaurant location** | Correct entity and location in Intacct |

    <Frame caption="Reviewing GL coding and location on the invoice detail">
      <img src="/images/accounting/marginedge-process-document/image4.png" alt="MarginEdge invoice coding detail" />
    </Frame>

    <Frame caption="Line-level detail for review">
      <img src="/images/accounting/marginedge-process-document/image5.png" alt="MarginEdge invoice line item detail" />
    </Frame>
  </Step>

  <Step title="[PBI AP] Approve or correct">
    If everything is correct, click **Approve**.

    <Frame caption="Approving a reviewed invoice">
      <img src="/images/accounting/marginedge-process-document/image6.png" alt="MarginEdge approve invoice button" />
    </Frame>

    If something is wrong, edit the vendor or GL coding, or reject the invoice back for correction.
  </Step>

  <Step title="[PBI AP] Export to Sage Intacct">
    Approved invoices send nightly from MarginEdge to Intacct. To run a one-off sync, navigate to **Accounting → Export** and select the specific invoices to export.

    <Frame caption="The Accounting → Export screen">
      <img src="/images/accounting/marginedge-process-document/image7.png" alt="MarginEdge export screen" />
    </Frame>

    The export includes vendor, invoice number, invoice date, GL accounts and dimensions (location, department, class if applicable), and total plus category-level detail.

    Filter on **Needs Attention** to find invoices that didn't export. Click into each one to see the issue.
  </Step>

  <Step title="[PBI AP] Resolve vendor mapping errors">
    If an invoice needs attention because a vendor isn't mapped to Sage Intacct, go to **Accounting → Vendor Mapping**. Find the unmapped vendor, click the dropdown, and start typing to find the Intacct vendor.

    <Frame caption="Vendor mapping between MarginEdge and Sage Intacct">
      <img src="/images/accounting/marginedge-process-document/image8.png" alt="MarginEdge vendor mapping screen" />
    </Frame>

    If no matching vendor exists in Intacct, create it following [the vendor setup SOP](/internal/sops/accounting/ap/adding-a-vendor).

    Invoices with sync errors show **Error** in red in the Sync Status column on the Export page. Investigate each one and perform root cause analysis rather than only re-exporting.
  </Step>

  <Step title="[PBI AP] Verify in Sage Intacct">
    Log in to Intacct, go to **Accounts Payable → Bills → All**, and filter by the Charter Oak entities.

    **Expected outcome:** each approved invoice appears as a posted bill with amounts and GL accounts matching MarginEdge, available for payment.
  </Step>
</Steps>

## Exception handling

<AccordionGroup>
  <Accordion title="Invoice rejected in MarginEdge">
    Correct the vendor or GL coding. If the invoice is incomplete or unreadable, communicate with the restaurant rather than guessing at the missing detail.
  </Accordion>
  <Accordion title="Sync errors from MarginEdge to Intacct">
    Common causes are a missing vendor mapping, a closed period in Intacct, or invalid dimensions. Resolve the underlying issue and re-export.
  </Accordion>
  <Accordion title="Duplicate invoices">
    Confirm in Intacct whether the invoice already exists before approving a second copy.
  </Accordion>
</AccordionGroup>

## Controls and quality checks

- **Weekly** — the PBI AP team reviews and clears all Needs Review invoices.
- **Weekly** — the PBI accounting manager performs spot-checks in Intacct.

## Client deadlines — The Charter Oak Group

<Note>
  All invoices must be uploaded by **end of day Thursday**. All new items must be reviewed and approved in MarginEdge by **end of day the following Tuesday**.
</Note>

## Related documents

- [Add a new vendor in Sage Intacct](/internal/sops/accounting/ap/adding-a-vendor) — for vendors that need creating during mapping
- [Day-to-day AP in Sage Intacct](/internal/sops/accounting/ap/intacct-ap-transactions) — paying the bills this process creates