Registration and Access Navigation and Application Tools The Landing Page Invoice Access Filter Options...

Transcription

1 invoice-link SM User Guide August 2009

2 Table of Contents invoice-link sm Technical Requirements... 2 Terms Used on invoice-link sm... 4 Registration and Access... 5 Navigation and Application Tools The Landing Page Invoice Access Filter Options Invoice Details Disposition Tab Authorization Window Shipping Tab View Proof of Destruction Printing User Activity Report My Vendors Change Permanent Address Web Access Key My Account Helpful Hints

3 invoice-link sm Technical Requirements (For new users) Invoice-link sm is a web-enabled application that serves as a centralized location for all vendor returns invoices generated from Inmar CLS and Inmar CLS MedTurn. By providing one website, one user name and password and one system for vendors to access returns invoices, issue product disposition instructions and Return Authorizations, the invoice management process is significantly more efficient. Utilizing Invoice-link sm, vendors can view, print, and save Rx and non-rx invoices. Users also can issue RAs and product disposition instructions online, as well as quickly access shipping information. Because all of this can be accomplished online, Inmar and vendors practice environmental sustainability because paper invoices no longer are required. Instead, invoices will be accessible and retained on the invoice-link sm system for a period of 36 months for Rx invoices and for 24 months for non-rx invoices. So, welcome to invoice-link sm! Please follow the instructions below to get started: Check your system for the minimum and preferred requirements: - Internet Browser: Internet Explorer 6.0 or 7.0 for all applications - Microsoft Excel Adobe 7.0 for InvoiceLink - Resolution: 800x600 minimum, 1024x760 preferred for all applications If your system does not meet the minimums outlined, the following links provide resources for more current applications: Internet Browser: Microsoft Excel: Adobe: 2

4 Using invoice-link sm is now easier than ever! Returning users will notice the following enhancements: Enhanced invoice search capabilities Search for invoices currently in a wait status Quickly retrieve new invoices that you have not previously viewed Automated notifications* Know immediately when invoices are available for authorization Click a hyperlink in the to: o View invoice detail o Issue an RA (Go to your "My Account" page and agree to the Authorization Disclaimer in order to access this feature.) o Provide product disposition instructions o Submit special shipping instructions and carrier preference (non-rx only) o View Proofs of Destruction (Rx only) Receive reminder s for invoices not authorized immediately (Go to your "My Account" page and agree to the Authorization Disclaimer in order to enable this feature.) Increased visibility to shipping status and information* Access tracking information Review and update shipping address View ship to address and ship date *Not available for some invoices. 3

5 Terms used on invoice-link sm Authorization Status identifies whether all sections of the invoice have received a Return Authorization. If all invoice sections have a return authorization, then the Authorization Status equals Authorized; otherwise, the Authorization Status will equal Waiting Authorization. Class represents the different sections within an Invoice. The majority of the invoices will have a 1 listed in the class field, which indicates the invoice has only one invoice section. Pharmaceutical invoices will list the DEA class (Rx, CII, CIII-IV) in the class field. Disposition Date is the date the Inmar facility fulfilled the disposition, i.e. Shipped Date or Destroy Date. Invoice Age or Age is the number of days between the invoice date and today s date. POD stands for Proof of Destruction. 4

6 Registration and Access Enter the address below in your browser to access invoice-link sm. If you are a Return User, when the login screen appears, simply input your user name and password. 5

7 If you are a First Time Visitor, click Register. The registration page will appear with your account profile. Complete all fields and click Continue. Note: All fields with the red asterisks * must be completed for you to continue. 6

8 The next screen prompts you for Web Access Keys. A web access key is unique for each vendor/retailer relationship. Web access keys are located on the hard copy invoice. If you need assistance obtaining the web access key, please contact customer service at

9 Once you have successfully registered you will receive a confirmation page and with your username and password. Reset Password On the homepage click the Forgot password link. 8

10 User is prompted for their User Name, the Security Question answered during registration, and Answer. Next, you can proceed to change your password. 9

11 Navigation and Application Tools The Landing Page When you login, the Landing Page will appear with the Invoices tab opened. By using the tab options on the screen, you can navigate from Invoices to My Account, to My Vendors, and Helpful Hints. Invoices My Vendors (customers) My Account Helpful Links Lists current invoices for filtering, sorting, and printing of retail vendor invoices, issue RAs, view PODs, search for invoices in wait status Lists vendors (your customer/vendor relationships), add web access keys, or change permanent address Contains user profile information including name, company name, address information, telephone number, password, security question, and day/week filter option Provides information on filtering data, authorizing invoices, and resetting of password Default Screen is the Invoices tab. 10

12 Invoice Access Search for invoices one of two ways: FIND BY INVOICE # or RA #, or FIND USING PARAMETERS Filter Options New drop-down options filter your reports faster and more easily. See options below. 11

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14 Invoice Detail By clicking on a particular Invoice #, you can view the Invoice Detail, which contains the Disposition and Shipping tabs. (See examples below.) Note: Some invoices don t allow the functionality to click on invoice # or see the authorization status. If the RA functionality is not available for a particular invoice, the Authorization status will read Not Available and the invoice number will not contain a hyperlink. 13

15 Disposition Tab The disposition tab provides detail for products awaiting disposition as well as authorization information. If all invoice sections have a Return Authorization, then the invoice Authorization Status equals Authorized, otherwise the Authorization Status will equal Waiting Authorization. The disposition tab displays the following information: Class Pieces Amount Disposition Disposition Date Status Shipping Info Authorization Number Authorized By Authorized Date POD (Proof of Destruction) You can click the Authorize Button to access Authorization Window. If the Authorize button is missing, you must go to the My Account tab, scroll to the bottom and check the box where it says, I am authorized to approve Invoice (Reference page 23).?? 14

16 Authorization Window To authorize an invoice, enter the Authorization #; select the Class you wish to authorize, and Product Disposition. Then click OK. Authorization page for Pharmaceutical invoice Authorization page for pharmaceutical invoice Authorization page for non-pharmaceutical invoice (Users have the ability to edit the address, carrier, and add shipping comments.) A security window will appear asking, Are you sure you want to authorize the selected disposition of this invoice? To authorize, click OK. 15

17 To Undo Client Authorization, simply click the symbol. (The ability to undo Authorization is available until end of business on the day an invoice is Authorized. The will not appear after that time and the invoice can no longer be unauthorized. ) Shipping Tab To view shipping details for invoices that have been shipped, click on the shipping tab. The carrier, tracking number, ship date, and shipping information is provided. If the Tracking Number is underlined, then you can click on it for additional information. Now the Shipment Box will appear with the detailed information regarding the shipment. Name of Carrier Tracking Number 16

18 View Proof of Destruction (POD) Users can view PODs one of two ways: 1) On the Invoice Tab, after searching for the specific invoices click the drop down arrow beside, Retrieve PDF documentation for the Selected Invoice(s) and select POD(s). Next, click in the check box of the particular invoice(s) and click Go. 2) Go to the Invoice Detail page for a specific invoice and click the POD link located in the last column of the Disposition tab. The File Download window will appear; click Open. 17

19 Viewing / Printing Invoices You have two options for viewing and printing. To print a single invoice, click Page icon in the PDF/Filter column and click Open. A PDF of the invoice will appear, click the Printer Icon on the Adobe menu bar. 18

20 To print multiple invoices, select the check boxes of all the invoices you wish to print and click Go. When the File Download window appears, click Open. A PDF of the ALL the invoices will appear; click the Printer Icon on the Adobe menu bar. 19

21 To view a digital copy of your invoice you will need to have, as a minimum requirement, the Adobe Acrobat Reader 7.0. If you do not have this application, you can click the hyperlink provided below for a free download. 20

22 User Activity Report The User Activity Report allows the user to see when they last accessed a particular invoice. Go to the Last Access Date column and click on the date to view a User Activity Report. 21

23 My Vendors Permanent Address To change the Permanent Address, go to the My Vendors tab, and click the arrow in the drop down menu titled Vendor List. Select the desired location, and then click the Permanent Address Change button. Then click the Request Address Change button, and complete the information to the right. Click Ok. Company Company Address City, ST Zip Code 22

24 Web Access Key To access information on invoice-link sm, a Web Access Key (WAK) is required. The Web Access Key is a security code number assigned by Inmar CLS and Inmar CLS MedTurn that allows access to invoices generated for a specific retailer. 8 months. Postcard Notification To initiate the set up of Web Access Keys, Inmar CLS sends vendors a postcard for a three month period and hardcopies of invoices. The postcard directs the vendors to the Inmar CLS invoice-link sm site to register for their invoices. Invoice Inmar CLS MedTurn pre-sets the Web Access Keys and the WAK appears at the bottom of the invoice. For new Inmar CLS users, Web Access Keys need to be entered into the system in the following manner: 1. Select My Vendors 2. Enter the access key 3. Click Add Vendor

25 My Account The My Account tab allows the user to update his or her information and reset his or her password. In addition, the user can check the Authorization Approval Box, which will ensure he/she is authorized to approve invoices. 24

26 Helpful Hints Open the Helpful Hints tab to view a list of Related Terms and to receive tips on Filtering, Resetting Passwords, Authorize Invoices, etc. For additional help, contact Inmar at for invoice-link Support or your question to: invoice-link support team at clsinvoicelink@inmar.com. 25