BOLO Integration User Guide Basware P2P 17.4

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1 BOLO Integration User Guide Basware P2P 17.4 Copyright Basware Corporation. All rights reserved..

2 Table of Contents 1 Using BOLO Integration Introduction to BOLO Integration BOLO in the Shopping Cart Order Requests and Request Approval with BOLO Purchase Orders with BOLO Receipts with BOLO Purchase Order Invoice Entry with BOLO Non-PO Invoice Entry with BOLO Enter BOLO Data on Non-PO Invoicing Pages Invoice Approval with BOLO... 7 Copyright Basware Corporation. All rights reserved..

3 1 Using BOLO Integration 1.1 Introduction to BOLO Integration The BOLO accounting system integrates with Basware P2P, allowing you to input and easily transfer necessary BOLO data. 1.2 BOLO in the Shopping Cart When BOLO integration is installed, the following fields display in the Shopping Cart: AFE Account Code Company Cost Center JIB Deck You can select the information in each of these fields in the Shopping Cart before creating an order request. You can also split accounts coding data as needed for each item in the shopping cart using the icon. Figure 1: Shopping Cart with BOLO data 1.3 Order Requests and Request Approval with BOLO You are able to view the BOLO data on the Order Request Detail page as well as make changes to the split account codes. The information is displayed in the Description column. Use the and icons to edit BOLO information. Approvers can also view and edit the information in the detail approval page. Copyright Basware Corporation. All rights reserved.. 3

4 Figure 2: Order Request Detail with BOLO 1.4 Purchase Orders with BOLO You are able to view the BOLO data on the Purchase Order Detail page as well as make changes to the split account codes. The information is displayed in the Description column. Figure 3: Purchase Order Detail with BOLO 1.5 Receipts with BOLO When receiving a purchase order with BOLO data, only the account code is displayed. The Order Request Detail and the Purchase Order Detail pages display the account code, AFE, company, cost center, and JIB deck fields. When adding lines to a purchase order (if you have permission 142 Can Add Lines to Open POs/TOs), BOLO data cannot be entered on the Add Lines for Receiving page. However, BOLO data can be entered using the icon on the Purchase Order Detail page after the lines have been added. Copyright Basware Corporation. All rights reserved.. 4

5 Figure 4: Receiving page Note: When assets are received and the Set Date in Service field is set to Yes for the receiving location, the system sets the receiving date as the date in service for the asset. The date in service determines when depreciation calculation starts for an asset. 1.6 Purchase Order Invoice Entry with BOLO When you are entering a purchase order invoice, the BOLO information is displayed under the Details tab. The AFE, company, cost center, and JIB deck are displayed in the Description field under the item name. The account code is displayed in the Account Code field. When the line total or the invoice total is updated, the affected distributed amounts are automatically updated. If BOLO data is entered only at the header level (on either the order request or purchase order), when the user views the invoice, only the account code is displayed. If BOLO data is entered on the Account Code Splits page (on either the order request or purchase order), when the user views the invoice, all BOLO data is displayed. When multiple account codes are split, the data is separated by commas. Figure 5: Invoice Entry page - Details tab Copyright Basware Corporation. All rights reserved.. 5

6 1.7 Non-PO Invoice Entry with BOLO When entering a non-po invoice, the BOLO data is entered under the Details tab. Click Distribution for the BOLO fields to be displayed. You select the appropriate BOLO data and clicks Add. Note: The Account Codes window does not close when you click Add. However, the selected account information is displayed in the grid below. Use the scroll bar to view the data. Figure 6: Figure 1.9: Non-PO Invoice Entry page after clicking Distribution Enter BOLO Data on Non-PO Invoicing Pages Location: Invoicing > Invoice Dashboard To enter BOLO data on non-po invoicing pages: 1. Click the Invoice Entry tab and search for the Non-PO Invoice criteria from which to enter the invoice. 2. Select the correct option from the results list and click the icon to add the invoice. 3. Enter the header information in the Header tab. 4. Click the Details tab and add the needed invoice lines. 5. Click the Distribution action to define BOLO information for each invoice line. 6. Enter the appropriate percentage or amount for each account code line. 7. Click Add. Copyright Basware Corporation. All rights reserved.. 6

7 8. Repeat steps 5 and 6 until all BOLO account codes have been entered. The remaining total and the remaining percent must equal zero. 9. Click the x in the upper right corner of the Account Code window to close it. 10. Verify that all required information for the invoice is entered and click Process. 1.8 Invoice Approval with BOLO BOLO data can be viewed under the Details tab on the Approve Invoice page, but cannot be edited. If the incorrect data has been entered, the approver must decline the invoice so the correct data can be entered. Copyright Basware Corporation. All rights reserved.. 7

8 Index B BOLO integration edit order requests with BOLO... 3 invoice approval... 7 non-po invoice entry with BOLO... 6 PO invoice entry with BOLO... 5 purchase orders with BOLO... 4 receiving with BOLO... 4 shopping cart... 3 Copyright Basware Corporation. All rights reserved.. 8