There are a couple of ways that you can activate the tracking of A/R invoices; In COMPANY SETUP By opening the INVOICE TRACKING MANAGER
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- Trevor Skinner
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1 Invoice Tracking INTRODUCTION The Invoice Tracking tool in SuccessWare21 allows you to track the pre-printed invoices you give to your technicians. This will allow you to ensure that the invoices that you distribute to your technicians are used in relation to a valid sale, or are returned to the company. You can track all invoices or selective ones. If you choose to track only select invoices you will identify the letter series of invoices you wish to track. When you post A/R invoices for the identified series, the system will mark the deployed invoice as reconciled. Invoices that are not reconciled will be managed in the INVOICE TRACKING MANAGER to update their accurate status. SETUP There are a couple of ways that you can activate the tracking of A/R invoices; In COMPANY SETUP By opening the INVOICE TRACKING MANAGER Activating Invoice Tracking in Company Setup To activate Invoice Tracking in Company Setup: 1. Select the icon to open the Main Menu. 2. Select Setup/Company and click the Invoices/Stmts/AcctReg tab. 3. Select Edit then click the Tracking button to open Invoice Tracking Setup. SuccessWare, Inc. 1
2 4. Select whether you wish to Track All, or Selective Tracking. If tracking is turned on and you wish to turn it off, you will select Off. 5. If you choose Selective Tracking the system will open the series fields for you to identify the letter series of invoices you wish to track. Type the letter you wish to track in Enter series to track and select add, then select Add to add it to the list Continue until you have identified all letters you wish to track 6. Select Ok to save the changes. Activating Invoice Tracking in the Invoice Tracking Manager If Invoice Tracking is not enabled and you open the INVOICE TRACKING MANAGER the system will display a message indicating that it is not enabled. If you have Administrative Task user permissions you will be asked if you want to enable the feature. 1. The INVOICE TRACKING MANAGER can be opened by: Opening the Main Menu, selecting Management and then selecting Invoice Tracking Right clicking in the background of the INVOICE MANAGER and selecting Invoice Tracking You can also add the Invoice Tracking Manager icon to the toolbar 2. You will receive the following message: 3. Select Yes to enable Invoice Tracking. The system will open Invoice Tracking Setup where you can select to Track All, or Selective Tracking. PROCESSING You will manage the tracking of invoices in the INVOICE TRACKING MANAGER. You can deploy, return, report invoices as missing, and even cancel the deployment of invoices in the manager. Invoices that have been successfully posted for the technician will appear as Reconciled. 2 SuccessWare, Inc.
3 The different status options for Deployed invoices are: Deployed the invoice has been assigned to a technician. Returned- indicates that an invoice that has been deployed to a technician has been returned without being used. This could be because the invoice was damaged and could also be used if a technician is forced to use multiple preprinted invoices in the field for a single job because the information recorded at the job would not fit on a single invoice. In that case, the second invoice could be marked as returned with notes indicating that it was used as a second invoice for a job. Missing- An invoice can be marked as missing if it is not returned from the technician or reconciled to a posted invoice. When an invoice number is marked as "missing" notes can be recorded related to the missing invoice. Reconciled- This means that an invoice associated with a job in SuccessWare21 has had its invoice number modified to match the series and number of one of the deployed invoice for the technician. Once that invoice is posted, the Invoice Tracking Manager will automatically check posted invoices for each primary technician to see if any of those invoices correspond to an invoice number that has been deployed to the technician. All matched invoice numbers found will be marked as "reconciled" in the Invoice Tracking Manager. Once an invoice number has been reconciled, returned or marked as missing, it will be marked as "Closed". Reports can then be created to view the status of invoices that have been assigned to your technicians. Invoice Tracking Manager The INVOICE TRACKING MANAGER will be used to deploy, update the status and report on invoices that have been assigned to your technicians. The INVOICE TRACKING MANAGER can be opened by: Opening the Main Menu, selecting Management and then selecting Invoice Tracking. Right clicking in the background of the INVOICE MANAGER and selecting Invoice Tracking. If this is the first time you are opening the INVOICE TRACKING MANAGER you will be notified that Invoice Tracking is currently disabled. Click Yes to enable the feature. SuccessWare, Inc. 3
4 Note: In order to activate Invoice Tracking you must be a member of a User Group that has the Administrative Tasks permission selected The Administrative Tasks permission is found on the SETUP/MISC Tab in the User Groups form. Invoice Tracking Manager Views Outstanding This is the default view in the INVOICE TRACKING MANAGER. This view will list all of the currently deployed invoices along with who they are deployed to, the deployment date and other information. Only invoice numbers that have not been marked as Closed will appear in the Outstanding view. History The History is used to display invoices based upon their status. This view can be used to find invoices that have been deployed as in the Outstanding view, but can also be used to find reconciled, missing and returned invoices as well. Not Tracked The Not Tracked view invoice numbers that have been manually changed on posted Accounts Receivable invoices that do not correspond to an invoice number that has been entered and deployed through the INVOICE TRACKING MANAGER. 4 SuccessWare, Inc.
5 Filtering the Invoice Tracking Manager Each of the views in the INVOICE TRACKING MANAGER can be filtered by Series, Invoice Number range and employee. Additionally, the History and Not Tracked views can be filtered by date. In the History view date filtering can be applied based upon the deployed or closed date of the invoice. Additionally, the results of any sort can be filtered to only those that are deployed, reconciled, returned, missing or cancelled by selecting the appropriate filter. Tracking Invoices The process of tracking the invoice numbers that you assign to your technicians involves assigning a range of invoices (deploying) and then changing the SuccessWare21 assigned invoice number to match one assigned to technician before the invoice is posted. The Invoice Numbers that you assign to your technicians will consist of two parts, a series and a number. The series will be a single alpha character (letter), the number will match the invoice numbers deployed to your techs. Note: The Invoice Tracking system is only designed to help manage standard job invoices. The Invoice Tracking system does not support preprinted invoice numbers used for sales quotes or other types of invoices - i.e. project invoices, counter sale invoices, or agreement billings. Only deploy invoices meant for use on standard jobs. Deploying Invoices Invoices are deployed to your technicians in the Outstanding view of the INVOICE TRACKING MANAGER. 1. Right click in the grid and select Deploy or press the Insert key on the keyboard 2. Enter the letter you wish to use to represent the series in the SERIES field 3. Enter the range of invoice numbers that you are assigning to your technician in the FROM and TO fields 4. Choose the EMPLOYEE to whom you are assigning the invoice numbers 5. Be sure that the Deployed status is selected SuccessWare, Inc. 5
6 6. Click OK 7. Click Yes to confirm deployment of the listed invoice numbers 8. Click OK to confirm creation of deployed invoice numbers 6 SuccessWare, Inc.
7 Accounts Receivable Invoice Data Entry When a technician uses on of the invoices you have deployed on a job, the invoice number of the invoice associated with that job in SuccessWare21 will need to be changed to match the deployed invoice number. The Invoice Number can be changed either on the invoice form itself or from the Job Summary form associated with the job. The invoice number must be changed before the invoice is posted. Closing Invoices Once an invoice number has been deployed to a technician, it must be closed. An invoice number will be considered closed if it is reconciled, returned or marked missing or canceled. Reconciling Invoices Each time the Invoice Tracking Manager is opened, SuccessWare21 searches posted AR Invoices looking for matches with invoice numbers that have been deployed to technicians. When a match is found for a deployed numbers that are found to match the Series and Number on a posted invoices and the primary technician on the job matches the employee to which the invoice number was deployed, the deployed number will automatically marked as Reconciled in the Invoice Tracking Manager. Returning or Marking an Invoice as Missing If an invoice number is not used by a technician, it still must be accounted for within the Invoice Tracking Manager. This can be done by marking the invoice number as Returned or indicating that the invoice associated with the number is missing. If you plan to redeploy an invoice number that has been marked as returned, it must also be canceled. 1. From the INVOICE TRACKING MANAGER display the invoice that you wish to mark as returned or missing 2. Right click on the invoice and select Returned (Ctrl+R) or Missing (Ctrl+M) 3. If you wish to return or mark as missing a range of Invoice numbers, modify the FROM and TO range. 4. In the COMMENTS area, enter a note describing why the invoices are being returned or marked missing. SuccessWare, Inc. 7
8 5. Click OK 6. Click Yes to confirm status change 7. Click OK Note: If a second invoice is used in the field for a job for which only a single invoice needs to be entered in SuccessWare21 (For Example if a tech had more information to write than would fit on a single invoice), You can marked the second invoice used as returned and indicate in the Returned notes that it was used as a continuation for the other invoice.) Canceling an Invoice Tracking Item Sometimes it may be necessary to cancel an invoice tracking item. If an invoice number has been deployed mistakenly or if an invoice number that has been marked as returned is to be deployed again, the original item must be canceled. Re-deployment of such and invoice would also require first canceling the initial 'Returned' item. 1. To cancel an item right click on the invoice item and choose Cancel. 2. If you wish to cancel a range of Invoice numbers, modify the FROM and TO range accordingly. 3. Enter a COMMENT as to why the invoice number(s) are being canceled. 8 SuccessWare, Inc.
9 4. Click OK 5. Click Yes to confirm status change 6. Click OK SuccessWare, Inc. 9
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