OpenInvoice Supplier Link. User Guide

Transcription

1 OpenInvoice Supplier Link User Guide December 26, 2017

2 Contents Introduction Dashboard Using QuickBooks Online Configuration Customer Mapping Tax Mapping Field Mapping Submit Invoices Invoice History Using QuickBooks Desktop Configuration Customer Mapping Tax Mapping Field Mapping Submit Invoices Invoice History Using File Import Configuration Customer Mapping Tax Mapping Field Mapping Submit Invoices Invoice History Appendix Field Descriptions Supported Tax Types Copyright , Oildex, a service of Transzap, Inc. All rights reserved. 2

3 Introduction The OpenInvoice Supplier Link allows you to import invoices created in your Enterprise Resource Planning (ERP) software into the OpenInvoice application using the Supplier Link Portal. Access to the Supplier Link Portal must be enabled for your company by an OpenInvoice account manager. There are three options for importing invoices into OpenInvoice: connecting to QuickBooks Online, connecting to QuickBooks Desktop, or using a file to import the data. Note: OpenInvoice Supplier Link is compatible with the English and Canadian versions of QuickBooks Online. To begin the integration you must sign in to the OpenInvoice Supplier Link using your OpenInvoice credentials. The Supplier Link production URL is and the Supplier Link Test URL is Dashboard After you have successfully signed in to the OpenInvoice Supplier Link your Dashboard page displays. This page has several sections: Menu - used to navigate to the pages within the portal. Alerts - displays the number of Failed and Disputed invoices. Failed invoices are invoices that did not import to OpenInvoice. Disputed invoices are invoices that were imported successfully, however, were disputed by the customer. Posted Invoice Status - the number of invoices currently Submitted, Approved, Paid, and Disputed. Graph - graphical display of the number of invoices successfully posted to OpenInvoice and the number of failed invoices. The graph displays invoice data for the last six months. 3

4 To continue your configuration, select one of the following options: Using QuickBooks Online Using QuickBooks Desktop Using File Import 4

5 Using QuickBooks Online This section contains the procedures for configuring your connections with your Enterprise Resource Planning (ERP) system, mapping the data fields in the ERP system to the data fields in OpenInvoice, and submitting invoices to OpenInvoice. Configuration This section describes how to configure your company details within the OpenInvoice Supplier Link. The Configuration page is used to maintain your company details such as the Enterprise Resource Planning (ERP) system and connection details to your ERP system. Note: This setup is typically only completed once during initial Supplier Link portal setup. How to Connect to QuickBooks Online Only one admin user can be logged into QuickBooks Online at a time. You should identify one admin user (or a shared admin user account) to make the connection for all users. If another admin user attempts to make the connection using their QuickBooks Online login credentials, then the current configuration settings are removed. IMPORTANT: Only one administrator account can be configured to QuickBooks Online. More than one user can work in the OpenInvoice Supplier Link after the administrator has connected to QuickBooks Online. Permission: Admin User 1. Select QuickBooks Online. 2. Click the Connect button. A new window displays. 5

6 3. Enter your login and password for QuickBooks Online. 4. Click the Authorize button to connect to QuickBooks Online. 5. Select the option for receiving the verfication code: Text Message, , or Other. 6. Click Send. 7. Enter the code and click OK. This generates a token that is valid for six months. The authorization window will close and you will return to the Configuration page, which will display the connection information. Note: You must authorize the connection to QuickBooks Online every six months. 8. Click Save to save this configuration. Customer Mapping This page displays the mapping between the QuickBooks Customer and the OpenInvoice Customer. There is a live connection from QuickBooks to import all QuickBooks customers. The Customer Mapping information is completed during the application setup and for every new customer added to the system. How to Create the Customer Mapping Using QuickBooks Online Use this procedure when your configuration settings are connected to QuickBooks Online. 1. On the Dashboard page click Customer Mapping. 2. In the OpenInvoice Customer column select the appropriate customer name for each QuickBooks Online Customer listed. 3. Click Save. 6

7 Tax Mapping This page displays the mapping between the QuickBooks Online Tax and the OpenInvoice Tax. The Tax Mapping information is completed during the application setup or if new tax types or groups are added. Note: For Canada, invoices can have group taxes, such as GST and PST that combines the individual taxes. In that case either the group tax is mapped to a single tax in OpenInvoice or all the individual taxes for that group in QuickBooks should be mapped to the appropriate OpenInvoice taxes on the Tax Mapping page (GST in QuickBooks maps to GST in OpenInvoice). How to Create the Tax Mapping Using QuickBooks Online Use this procedure when your configuration settings are connected to QuickBooks Online. 1. On the Dashboard page click Tax Mapping. 2. In the OpenInvoice Customer column select the appropriate Tax name for each QuickBooks Online Tax listed. 3. Click Save. See the Supported Tax Types section for more information. Field Mapping This page displays the mapping between the QuickBooks Online fields and the OpenInvoice fields. OpenInvoice fields are fixed fields required to post data to OpenInvoice. QuickBooks Online fields are retrieved from your QuickBooks application using the QuickBooks Web Connector. If a mapped invoice field does not return a value, the default value for the field is posted to OpenInvoice. Invoice Field Mapping Fields Customer Template - list of available customer templates Save - saves the invoice field mapping for this customer Cancel - discards changes made after last save QuickBooks Online Fields - invoice fields in your QuickBooks Online application OpenInvoice Fields - invoice fields in OpenInvoice Default Value - default value for the OpenInvoice field Enable Edit - indicates whether you can edit the field (read only) How to Create a New Template This procedure describes how to create the field mappings for QuickBooks Online fields. 7

8 IMPORTANT! You must create a template for every customer. 1. On the Dashboard page click Field Mapping. 2. Click Create New Template. 3. Select the Customer. 4. Select from the Copy Mapping From Existing Template drop-down list as the basis for the field mappings. Note: Use the Standard Template for your first customer. If you are creating a template for another customer you can choose to apply the standard template or a template created for an existing customer if the requirements are the same for the new customer. 8

9 5. In the first column select the appropriate QuickBooks Online mapping for each OpenInvoice Field. Note: All OpenInvoice required fields (indicated by a red *) must be mapped to a QuickBooks field. 6. Enter Default Values for each field, if needed. Note: When mapping QuickBooks Online fields you will need to enter Each or EA in the Unit of Measure field default value. Default values should only be added if you want to send a static value for that field on every invoice. 7. Click Save to save the field mappings. Note: A confirmation message displays at the top of the page. IMPORTANT: Custom fields need to exactly match the name of the field on the Field Mapping page, with a few exceptions. See the chart below for the specific exceptions to this rule. Field Names QBD QBO AFE AFE AFE Cost Center Cost Center Cost Center GL Code GL Code GL Code Location Location Location Asset Number Asset Number Asset Number PO Number PO Number PO Number PO Line Number PO Line Number PO Line Number Field/Lease Field Or Lease Field/Lease Field Ticket Number Field Ticket Number Ticket Number 9

10 Field Names QBD QBO WO Number WO Number WO Number Requisitioner Requisitioner Requisitioner Contract Number Contract Number Contract Number EP Discount % EP Discount EP Discount EP Eligibility EP Eligible EP Eligible Discount % Discount Fraction Discount Fraction How to Modify Existing Customer Templates 1. On the Dashboard page click Field Mapping. 2. Select the appropriate Customer Template from the drop-down list. Note: If you select an option in the Copy Mapping From Existing Template field you will receive the message Copying mapping from existing template will overwrite your existing mapping. Only change this field if you want to overwrite your existing template. 3. Update the appropriate field mappings. 4. Click Save to update the template. 10

11 Note: A confirmation message displays at the top of the page. Submit Invoices In order to submit invoices for a customer, the Customer Mapping and Invoice Field Mapping pages for that customer must be completed. Note: You can upload all invoices or select individual invoices to upload to OpenInvoice. To select individual invoices, select the checkbox next to the invoices you want to upload. How to Submit an Invoice to OpenInvoice Using QuickBooks Online IMPORTANT: Invoices that are already in OpenInvoice cannot be uploaded again. This procedure describes how to submit an invoice when you are connected directly to QuickBooks Online. Prerequisite: Attachments must be attached to the invoice in QuickBooks Online before you retrieve the invoice data. If an attachment file size exceeds the OpenInvoice size limitation (9 MB) then you need to reduce the file size or split the attachment into multiple files. 1. On the Dashboard page click Submit Invoice. 2. Enter the Date From: Note: You can also enter the Date To: and/or the Customer to further narrow your list of invoices. If you do not enter a date in the Date To: field the current date is automatically populated. If you do not specify a customer, all customer invoices within the dates selected will be retrieved. 3. Click Get Invoices to retrieve the QuickBooks Online Invoices with the Not Paid status. Any invoice data errors and warnings are displayed at the top of the page. 11

12 Note: If there are not any invoices that match the filters the No invoices found for given search criteria message will display. 4. Update the Customer Site, Customer Department, and Supplier Site fields for the invoices you want to submit. Note: The Customer Site, Customer Department, and Supplier Site fields must be completed before you can search for a Price Book Name. 5. Search for the Price Book Name, if applicable. Note: If you want to use the same values for Price Book Name, Customer Site, Customer Department, or Supplier Site on all invoices, click the Copy Value to All Invoices icon for each field. Note: The icons next to the Invoice Number indicate if the invoice is ready for submission to OpenInvoice. 12

13 6. Click the Invoice Number to display the Invoice Detail View page. 7. Verify all required fields are completed. Note: The AFE, Cost Center, Location, Requisitioner, and Early Pay Discount fields contain search functionality that allows you to start typing in the field and a list of search results for the field is displayed. Continue typing in the field to narrow your search results. For fields that have dependencies such as AFE, Cost Center, and Location; you search for the AFE first. The dependent fields are autopopulated with either the value or a drop-down list of values. Note: If all required fields are not completed the submission will fail and the incomplete fields are outlined in red. 8. Click Validate to verify all required fields contain valid data. 9. Verify attachments are included. Note: Invoice attachments must be added within QuickBooks before retrieving the invoice information. 10. Click Submit Invoice to import the Invoice into the OpenInvoice application. 13

14 Note: You can submit all invoices at the same time by clicking the Back to Invoices button, selecting checkbox next to the invoices you want to submit, and then click Submit Invoices. Note: You can also clear all filters, selections, and retrieved invoices by clicking the Clear Data button. Invoice History The Invoice History page allows you to review the status of submitted invoices. By default, the Invoice History page displays the data for the previous six months. How to Review the Invoice History 1. On the Dashboard page click Invoice History. 2. Select the filters you want to apply. You can filter the data using the Date From, Date To, Customer, Processing Status, OI Status, and Invoice Number fields. Processing Status (Post Successful/Post Failed): filters invoices based on Post Status to OpenInvoice - whether the post is successful or not. OI Status (Submitted/Approved/Paid/Disputed): filters based on status of the invoice in OpenInvoice. Any change of status in OpenInvoice displays here. 3. Click Apply. Once the invoices are posted to OpenInvoice, the status within the OpenInvoice application displays in the Status column. Note: Disputed invoices must be corrected in OpenInvoice. You cannot send the corrected invoice from Supplier Link unless you cancel the original invoice in OpenInvoice first. Note: An invoice with a Failed status will stay in this status until you fix the invoice and upload it again. If you manually add the invoice to OpenInvoice, the invoice status in Supplier Link will not change. 14

15 Using QuickBooks Desktop This section contains the procedures for configuring your connections with your Enterprise Resource Planning (ERP) system, mapping the data fields in the ERP system to the data fields in OpenInvoice, and submitting invoices to OpenInvoice. Note: Supplier Link is now compatible with the Canadian versions of QuickBooks Desktop. The prerequisites for using QuickBooks Desktop with Supplier Link are: 1. User has administrator privileges for QuickBooks Desktop and the computer where the QuickBooks Desktop software is running. 2. QuickBooks Desktop must be installed. 3. Oildex QBD Connector must be installed. 4. User knows the Invoice Attachment Path on the computer where the QuickBooks Desktop software is running. Configuration This section describes how to configure your company details within the OpenInvoice Supplier Link. The Configuration page is used to maintain your company details such as the Enterprise Resource Planning (ERP) system and connection details to your ERP system. Note: This setup is typically only completed once during initial Supplier Link portal setup. The Company Name field contains the Supplier s legal company name, found on the My Company page in QuickBooks in the Contact Name & Address field. This new configuration allows suppliers to submit invoices and invoice attachments when the name in the QuickBooks Desktop company file is different from the name in the invoice attachment path. How to Download and Install the QuickBooks Desktop Connector There are two ways you can install the QuickBooks Desktop Connector, using either the installation wizard or using the command prompt. IMPORTANT: If you have an older version of the QuickBooks Desktop Connector, you MUST re-install the version released on or after November 17, The QBD Connector can be automatically updated from the Supplier Link home page after this re-installation. Installing the QuickBooks Connector Using the Command Prompt Prerequisite: Logged into the OpenInvoice Supplier Link portal on the Windows machine where QuickBooks Desktop is installed. IMPORTANT: QuickBooks Desktop and the Oildex QBD Agent must be running in order to send invoices from the Supplier Link. 15

16 1. Select Configuration on the main menu. 2. Select QuickBooks Desktop. 3. Click Download QBD Connector. The zip file is downloaded. 4. Extract all files from the zip file. 5. Click Start in your Windows toolbar. 6. In the Start Search box type cmd.exe. 7. Right-click on cmd.exe, then select Run as administrator. Note: If the User Account Control dialog box appears, confirm that the action displayed is the action you requested, and then click Continue. 8. Type the path to the oildex-quickbooks-connector.msi file. If you downloaded and extracted the file to the downloads folder, type cd C:\Users\{username}\Downloads\oildex-quickbooks-connector.msi then press Enter. 16

17 9. Type msiexec /i Oildex.QBD.Connector.Setup.v1.0.msi at the command prompt, then press Enter. Note: If a Security Warning is displayed, click Run to execute the command. 10. Click Next. 11. Select I accept the terms in the License Agreement. 17

18 12. Click Next to display the destination folder. 13. Do one of the following: Click Next to accept the default path OR Click Change to install the connector to a different path and enter the path. 14. Click Install to begin the installation. Note: If the application was not run using Administrator privileges an error message is displayed. Click Yes to restart the wizard with administrative privileges. 15. Click Finish to complete the installation. How to Connect to QuickBooks Desktop Prerequisite: QuickBooks Desktop is open. 1. Double click the Oildex QBD Connector to run the application. You will have an + icon in your system tray for this application. 2. Sign in to the OpenInvoice Supplier Link portal. 3. Click Configuration. 4. Select QuickBooks Desktop. 5. Enter your Company Name and the path to your local QuickBooks Desktop folder. The Company Name is your legal company name. To find your Company Name in QuickBooks Desktop, select Company > My Company > Contact Address. The company name is under the Company Information section and is the name that is displayed in QuickBooks Desktop. To find the attachment path, go to an invoice with an attachment, open the attachment, right click on the attachment, and click properties to find the path. 18

19 6. Click Save to save this configuration. Note: If you do not have QuickBooks Desktop open you will receive the following message. Open QuickBooks desktop and then click Save on the Configuration page. 7. Go to your QuickBooks Desktop application. A certificate screen is displayed. 8. Select Yes, whenever this QuickBooks company file is open to allow the connection between QuickBooks and the OpenInvoice Supplier Link portal. 9. Click Continue. A confirmation message displays. 10. Click Yes. An Access Confirmation page displays. 11. Click Done to complete the connection. You are returned to the OpenInvoice Supplier Link portal and the Configuration is saved message displays. You have completed the connection between the Supplier Link portal and QuickBooks Desktop. How to Verify Your Connection in QuickBooks This section describes the procedure for verifying that QuickBooks is connected to the Supplier Portal. 19

20 Prerequisite: QuickBooks Desktop is open and the Oildex QBD Connector is running. 1. In QuickBooks Desktop select Edit > Preferences 2. Select Integrated Applications > Company Preferences. Note: You will not be able to close QuickBooks Desktop if the Oildex QBD Connector is running. Right-click on the + icon in the toolbar and select Exit to close the connector. 20

21 How to Find the Invoice Attachment Path This section provides the procedure for retrieving the invoice attachment path from QuickBooks Desktop. 1. Open QuickBooks Desktop 2. Click F2 on your keyboard. The following screen displays: 3. Open Windows Explorer and navigate to the path in the Location field of the QuickBooks Product Information page. In the example above this would be C:\Users\Public\Documents\Intuit\QuickBooks\Company Files\ 4. Open the Attach folder. Note: You will see a folder with your company name, and under the {CompanyName} folder will be a Txn folder. This is the path to the Invoice attachments. In this example the Invoice Attachment Path is: C:\Users\Public\Documents\Intuit\QuickBooks\Company Files\Attach\{CompanyName}\Txn 21

22 Customer Mapping This page displays the mapping between the QuickBooks Customer and the OpenInvoice Customer. There is a live connection from QuickBooks to import all QuickBooks customers. The Customer Mapping information is completed during the application setup and for every new customer added to the system. How to Create the Customer Mapping Using QuickBooks Desktop Use this procedure when your configuration settings are connected to QuickBooks Desktop. IMPORTANT: QuickBooks Desktop and the Oildex QBD Connector must be running in order to send invoices from the Supplier Link. Note: On the Customer Mapping page we only show customers. If your QuickBooks Desktop has Sub-Jobs, then the Sub-Job follows the same customer mapping and field mapping as the parent customer company. 1. On the Dashboard page click Customer Mapping. 2. In the OpenInvoice Customer column select the appropriate customer name for each QuickBooks Desktop Customer listed. 3. Click Save. Tax Mapping This page displays the mapping between the QuickBooks Desktop Tax and the OpenInvoice Tax. The Tax Mapping information is completed during the application setup or if new tax types or groups are added. Note: For Canada, invoices can have group taxes, such as GST and PST that combines the individual taxes. In that case either the group tax is mapped to a single tax in OpenInvoice or all the individual taxes for that group in QuickBooks should be mapped to the appropriate OpenInvoice taxes on the Tax Mapping page (GST in QuickBooks maps to GST in OpenInvoice). How to Create the Tax Mapping Using QuickBooks Desktop Use this procedure when your configuration settings are connected to QuickBooks Desktop. 1. On the Dashboard page click Tax Mapping. 2. In the OpenInvoice Customer column select the appropriate Tax name for each QuickBooks Desktop Tax listed. 3. Click Save. See the Supported Tax Types section for more information. 22

23 Field Mapping This page displays the mapping between the QuickBooks Desktops fields and the OpenInvoice fields. OpenInvoice fields are fixed fields required to post data to OpenInvoice. QuickBooks Online fields are retrieved from your QuickBooks application using the QuickBooks Web Connector. If a mapped field does not return a value, the default value for the field is posted to OpenInvoice. IMPORTANT! You must create a template for every customer. Invoice Field Mapping Fields Customer Template - list of available customer templates Save - saves the invoice field mapping for this customer Cancel - discards changes made after last save QuickBooks Online - invoice fields in your QuickBooks Desktop application OpenInvoice Fields - invoice fields in OpenInvoice Default Value - default value for the OpenInvoice field Enable Edit - indicates whether you can edit the field (read only field) How to Create a New Template This procedure describes how to create the field mappings for QuickBooks Desktop fields. IMPORTANT: QuickBooks Desktop and the Oildex QBD Connector must be running in order to send invoices from the Supplier Link. 1. On the Dashboard page click Field Mapping. 2. Click Create New Template. 3. Select the Customer. 4. Select from the Copy Mapping From Existing Template drop-down list as the basis for the field mappings. Note: Use the Standard Template for your first customer. If you are creating a template for another customer you can choose to apply the standard template or a template created for an existing customer if the requirements are the same for the new customer. 23

24 5. In the first column select the appropriate QuickBooks mapping for each OpenInvoice Field. Note: All OpenInvoice required fields (indicated by a red *) must be mapped to a QuickBooks field. 6. Enter Default Values for each field, if needed. Note: When mapping QuickBooks Desktop fields you will need enter Each in the Unit of Measure field default value. Default values should only be added if you want to send a static value for that field on every invoice. 7. Click Save to save the field mappings. Note: A confirmation message displays at the top of the page. IMPORTANT: Custom fields need to exactly match the name of the field on the Field Mapping page, with a few exceptions. See the chart below for the specific exceptions to this rule. Field Names QBD QBO AFE AFE AFE Cost Center Cost Center Cost Center GL Code GL Code GL Code Location Location Location Asset Number Asset Number Asset Number PO Number PO Number PO Number PO Line Number PO Line Number PO Line Number Field/Lease Field Or Lease Field/Lease Field Ticket Number Field Ticket Number Ticket Number WO Number WO Number WO Number Requisitioner Requisitioner Requisitioner Contract Number Contract Number Contract Number EP Discount % EP Discount EP Discount EP Eligibility EP Eligible EP Eligible 24

25 Field Names QBD QBO Discount % Discount Fraction Discount Fraction How to Add Custom Fields This section describes how to add custom fields in QuickBooks Desktop. Custom fields can be added on the header and line levels. IMPORTANT: For Supplier Link to pull custom field values from QuickBooks Desktop, the names should match the custom field names in the Field Mapping drop-down list in OpenInvoice. Header Level Custom Fields This procedure describes how to add custom fields at the header level for an invoice. 1. In QuickBooks Desktop select Customer > Customer Center. All customers will be displayed. 2. Right-click on a customer and click Edit Customer: Job. 25

26 3. Click Additional Info in the left navigation. 26

27 4. Click Define Fields. 5. In the Set up Custom Fields for Names page add the custom fields. 27

28 6. Click OK. 7. On the QuickBooks Desktop main page click Create Invoice. 8. Click Formatting > Customize Data Layout in the Create Invoices page. 28

29 9. Select the Header tab, then select the Screen checkbox next to the new data fields. The new fields are now visible on the Invoice in the header section. Line Level Custom Fields This procedure describes how to add custom fields at the header level for an invoice. 29

30 1. In QuickBooks Desktop select Lists > Item List. 2. On the Item List page right-click on any product/service and select Edit Item. 3. Click Custom Fields. 30

31 4. Click Define Fields. 5. Add custom fields, then click OK. 31

32 6. On the QuickBooks Desktop main page click Create Invoice. 7. Click Formatting > Customize Data Layout in the Create Invoices page. 8. Select the Columns tab. 32

33 9. Select the Screen checkbox next to the fields you want to display on your Invoice. 10. Click OK. The new fields are now visible on the Invoice in the line item section. How to Modify Existing Customer Templates IMPORTANT: QuickBooks Desktop and the Oildex QBD Agent must be running in order to send invoices from the Supplier Link. 1. On the Dashboard page click Field Mapping. 2. Select the appropriate Customer Template from the drop-down list. 33

34 Note: If you select an option in the Copy Mapping From Existing Template field you will receive the message Copying mapping from existing template will overwrite your existing mapping. Only change this field if you want to overwrite your existing template. 3. Update the appropriate field mappings. 4. Click Save to update the template. Note: A confirmation message displays at the top of the page. Submit Invoices In order to submit invoices for a customer, the Customer Mapping and Invoice Field Mapping pages for that customer must be completed. Note: You can upload all invoices or select individual invoices to upload to OpenInvoice. To select individual invoices, select the checkbox next to the invoices you want to upload. How to Submit an Invoice to OpenInvoice Using QuickBooks Desktop IMPORTANT: Invoices that are already in OpenInvoice cannot be uploaded again. This procedure describes how to submit an invoice when you are connected directly to QuickBooks Desktop. IMPORTANT: QuickBooks Desktop and the Oildex QBD Connector must be running in order to send invoices from the Supplier Link. 1. On the Dashboard page click Submit Invoice in the left navigation. 2. Enter the Date From:. Note: You can also enter the Date To: and/or Customer information to further narrow your list of invoices. If you do not enter a date in the Date To: field the current date is automatically populated. If you do not specify a customer, all customer invoices within the dates selected will be retrieved. 34

35 3. Click Get Invoices to retrieve the QuickBooks Desktop Invoices with the Not Paid status. Note: If there are not any invoices that match the filters the No invoices found for given search criteria message will display. 4. Update the Customer Site, Customer Department, and Supplier Site fields for the invoices you want to submit. Note: The Customer Site, Customer Department, and Supplier Site fields must be completed before you can search for a Price Book Name. 5. Search for the Price Book Name, if applicable. Note: If you want to use the same values for Price Book Name, Customer Site, Customer Department, or Supplier Site on all invoices, click the Copy Value to All Invoices icon for each field. Note: The icons next to the Invoice Number indicate if the invoice is ready for submission to OpenInvoice. 35

36 6. Click the Invoice Number to display the Invoice Detail View page. 7. Verify all required fields are completed. Note: The AFE, Cost Center, Location, Requisitioner, and Early Pay Discount fields contain search functionality that allows you to start typing in the field and a list of search results for the field is displayed. Continue typing in the field to narrow your search results. For fields that have dependencies such as AFE, Cost Center, and Location; you search for the AFE first. The dependent fields are autopopulated with either the value or a drop-down list of values. Note: If all required fields are not completed the submission will fail and the incomplete fields are outlined in red. 8. Click Validate to verify all required fields contain valid data. 9. Verify attachments are included. Note: Invoice attachments must be added within QuickBooks Desktop before retrieving the invoice information. 36

37 10. Click Submit Invoices to import the Invoices into the OpenInvoice application. Note: You can submit all invoices at the same time by clicking the Back to Invoices button, selecting checkbox next to the invoices you want to submit, and then click Submit Invoices. Note: You can also clear all filters, selections, and retrieved invoices by clicking the Clear Data button. Invoice History The Invoice History page allows you to review the status of submitted invoices. By default, the Invoice History page displays the data for the previous six months. How to Review the Invoice History IMPORTANT: QuickBooks Desktop and the Oildex QBD Connector must be running in order to send invoices from the Supplier Link. 1. On the Dashboard page click Invoice History. 2. Select the filters you want to apply. You can filter the data using the Date From, Date To, Customer, Processing Status, OI Status, and Invoice Number fields. Processing Status (Post Successful/Post Failed): filters invoices based on Post Status to OpenInvoice - whether the post is successful or not. OI Status (Submitted/Approved/Paid/Disputed): filters based on status of the invoice in OpenInvoice. Any change of status in OpenInvoice displays here. 3. Click Apply. Once the invoices are posted to OpenInvoice, the status within the OpenInvoice application displays in the Status column. Note: Disputed invoices must be corrected in OpenInvoice. You cannot send the corrected invoice from Supplier Link unless you cancel the original invoice in OpenInvoice first. Note: An invoice with a Failed status will stay in this status until you fix the invoice and upload it again. If you manually add the invoice to OpenInvoice, the invoice status in Supplier Link will not change. 37

38 How to Exit QuickBooks Desktop This procedure describes how to close the Supplier Link Portal, disconnect the QBD connector, and close QuickBooks Desktop. IMPORTANT: You must exit the Oildex QBD connector application, otherwise you will receive an error when trying to close QuickBooks desktop. 1. Click Sign out to close the Supplier Link portal. 2. Right click the + icon in your system tray and click Exit. You will now be able to close QuickBooks Desktop. 38

39 Using File Import This section contains the procedures for configuring your connections with your Enterprise Resource Planning (ERP) system and mapping the data fields in the ERP system to the data fields in OpenInvoice. Configuration This section describes how to configure your company details within the OpenInvoice Supplier Link. The Configuration page is used to maintain your company details such as the Enterprise Resource Planning (ERP) system and connection details to your ERP system. Note: This setup is typically only completed once during initial Supplier Link portal setup. How to Upload Invoice Data Using File Import This section includes the procedures for uploading invoice data using the Standard Oildex Template or a Custom Template. Upload Invoice Data Using the Standard Oildex Template The Standard Oildex Template provides the OpenInvoice fields as the column headers. 1. Select File Import (CSV, TSV, TXT, Excel). 2. Select Standard Oildex Template. 3. Click Download Template. 4. Open one of the templates (csv, tsv, txt, xls or xlsx) on your system and add the invoice data. 5. Save the file on your system. 6. Return to the OpenInvoice Supplier Link and select Custom Template. 39

40 7. Click Browse to locate the invoice data file. 8. Select the filename, then click Open. 9. Click Save to save this configuration. Upload Invoice Data Using the Custom Template The Custom Template option allows you to create a template with your imported invoice fields as the column headers. 1. Create your import file in an approved format (txt, csv, tsv, xls or xlsx). 2. Select File Import (CSV, TSV, TXT, Excel). 3. Select Custom Template. 4. Click Chose File. 5. Navigate to the import file on your computer. 6. Select the filename, then click Open. 7. Click Save to save this configuration. Customer Mapping This page displays the mapping between your imported Customers and the OpenInvoice Customer.The Customer Mapping information is completed during the application setup and for every new customer added to the system. How to Create the Customer Mapping This section contains procedures for setting up the customer mappings. 40

41 Create Customer Mappings When Using File Import Use this procedure when your configuration settings use the File Import option. 1. On the Dashboard page click Customer Mapping. Note: The customer name in the first column is pre-populated with the name as it appears in your import file. 2. In the OpenInvoice Customer column select the appropriate customer name for each Customer listed. 3. Click Save. Tax Mapping This page displays the mapping between the File Import Tax and the OpenInvoice Tax. The Tax Mapping information is completed during the application setup or if new tax types or groups are added. Note: For Canada, invoices can have group taxes, such as GST and PST that combines the individual taxes. In that case either the group tax is mapped to a single tax in OpenInvoice or all the individual taxes for that group in QuickBooks should be mapped to the appropriate OpenInvoice taxes on the Tax Mapping page (GST in QuickBooks maps to GST in OpenInvoice). How to Create the Tax Mapping Using File Import Use this procedure when your configuration settings are using the File Import option. 1. On the Dashboard page click Tax Mapping. 2. In the OpenInvoice Customer column select the appropriate Tax name for each File Import Tax listed. 3. Click Save. See the Supported Tax Types section for more information. Field Mapping This page displays the mapping between the imported invoice fields and the OpenInvoice invoice fields. OpenInvoice invoice fields are fixed fields required to post data to OpenInvoice. You can create an Invoice Field Mapping template and use the same template for multiple customers. If a mapped invoice field does not return a value, the default value for the invoice field is posted to OpenInvoice. Invoice Field Mapping Fields Customer Template - list of available customer templates Save - saves the invoice field mapping for this customer Cancel - discards changes made after last save File Import Fields - invoice fields in your imported file OpenInvoice Fields - invoice fields in OpenInvoice Default Value - default value for the OpenInvoice field 41

42 Enable Edit - indicates whether you can edit the field How to Create a New Template This procedure describes how to create the field mappings for the imported invoice fields. IMPORTANT: You must create a template for every customer. 1. On the Dashboard page click Field Mapping. 2. Click Create New Template. 3. Select the Customer. 4. Select from the Copy Mapping From Existing Template drop-down list as the basis for the field mappings. Note: If you are setting up your first customer this drop-down list will not contain any options. The standard options are applied in the field mappings. If you are creating a template for another customer you can choose to apply a template created for an existing customer if the requirements are the same for the new customer. 5. In the first column select the appropriate imported invoice mapping for each OpenInvoice Field. Note: All OpenInvoice required fields (indicated by a red *) must be mapped to an imported invoice field. 6. Enter Default Values for each field, if needed. IMPORTANT: When mapping imported invoice fields you will need to enter Each in the Unit of Measure field default value. Default values should only be added if you want to send a static value for that field on every invoice. 7. Click Save to save the field mappings. Note: A confirmation message displays at the top of the page. 42

43 How to Modify Existing Customer Templates 1. On the Dashboard page click Field Mapping. 2. Select the appropriate Customer Template from the drop-down list. 3. Update the appropriate field mappings. 4. Click Save to update the template. Note: A confirmation message displays at the top of the page. Submit Invoices In order to submit invoices for a customer, the Customer Mapping and Invoice Field Mapping pages for that customer must be completed. Note: You can upload all invoices or select individual invoices to upload to OpenInvoice. To select individual invoices, select the checkbox next to the invoices you want to upload. How to Submit an Invoice Using File Import IMPORTANT: Invoices that are already in OpenInvoice cannot be uploaded again. This procedure describes how to submit an invoice using a file that contains your data. 1. On the Dashboard page click Submit Invoices. 2. Click Choose File to navigate to the file on your computer that contains your data. The file is uploaded and the invoices are displayed on the page. 3. Update the Customer Site, Customer Department, and Supplier Site fields for the invoices you want to submit. Note: Invoices that have been imported into OpenInvoice cannot be uploaded again. 4. Click the Invoice Number to display the Invoice Detail View page. 43

44 5. Verify all required fields are completed. Note: The AFE, Cost Center, Location, Requisitioner, and Early Pay Discount fields contain search functionality that allows you to start typing in the field and a list of search results for the field is displayed. Continue typing in the field to narrow your search results. For fields that have dependencies such as AFE, Cost Center, and Location; you search for the AFE first. The dependent fields are autopopulated with either the value or a drop-down list of values. Note: If all required fields are not completed the submission will fail and the incomplete fields are outlined in red. 6. Upload the attachments to the invoice. 7. Click Submit Invoice to import the Invoice into the OpenInvoice application. Note: You can also clear all filters, selections, and retrieved invoices by clicking the Clear Data button. 44

45 Invoice History The Invoice History page allows you to review the status of submitted invoices. By default, the Invoice History page displays the data for the previous six months. How to Review the Invoice History 1. On the Dashboard page click Invoice History. 2. Select the filters you want to apply. You can filter the data using the Date From, Date To, Customer, Processing Status, OI Status, and Invoice Number fields. Processing Status (Post Successful/Post Failed): filters invoices based on Post Status to OpenInvoice - whether the post is successful or not. OI Status (Submitted/Approved/Paid/Disputed): filters based on status of the invoice in OpenInvoice. Any change of status in OpenInvoice displays here. 3. Click Apply. Once the invoices are posted to OpenInvoice, the status within the OpenInvoice application displays in the Status column. Note: Disputed invoices must be corrected in OpenInvoice. You cannot send the corrected invoice from Supplier Link unless you cancel the original invoice in OpenInvoice first. Note: An invoice with a Failed status will stay in this status until you fix the invoice and upload it again. If you manually add the invoice to OpenInvoice, the invoice status in Supplier Link will not change. 45

46 Appendix This section contains the field descriptions and supported tax types. Field Descriptions Invoice Number Invoice Date Service Date Invoice Description Contract Number Customer Name Customer Code Field Description / Business Rules Usage Data Type Supplier s invoice number. OpenInvoice does not allow duplicate invoice numbers to be submitted to a buyer company. Date of invoice. Content can be Mandatory passed in any format and then mapped in Supplier Link. Must be the same format for the whole file. Service date at Header Level of the invoice. Content can be passed in any format and then mapped in Supplier Link. Must be the same format for the whole file. An invoice description from your accounting system. Typically any data that cannot be captured on the invoice can be stored here. Price Book Number. Applies the pricing contract terms to the invoice. Valid contract number from buyer company must be provided. Name of the Buyer Company. The name must match what is in OpenInvoice or you will need to correct each invoice in Supplier Link before you can submit A predefined customer code set up by the supplier in OpenInvoice that represents the buyer company's site and department. Often referred to as the BillTo address Code. Mandatory String 25 Optional Example: YYYY-MM-DD MM-YYYY-DD DD-MM-YYYY Example: YYYY-MM-DD MM-YYYY-DD DD-MM-YYYY Mandatory String 2000 Optional String 50 Mandatory String 50 Optional String 25 Currency Currency of the Invoice Mandatory Enumeration: USD CAD EUR GBP ARS COP 46

47 Early Pay Discount % Amount Tax Amount Line Number Service Date From Service Date To Product Code Line Item Description Early Pay discount expressed as a percentage. The rate must match the rate on an Early Pay program configured by the buyer. Not currently supported in OpenInvoice. Not currently supported in OpenInvoice. Line number for the line item. OpenInvoice will apply sequential numbering to line items beginning with 1. Start date of the service at Line Item Level of the invoice. End date of the service at Line Item Level of the invoice. A predefined OpenInvoice product or service code. If the Product or Service Code does not exist in OpenInvoice, it will be added when the invoice is submitted An line item description. Can represent a SKU or product details. Optional Not Supported Not supported Optional Optional Optional Max 2 decimal places Note: Must be between 0 and Do not include the percent symbol (%). If the Early Pay Program configured by the buyer is a discount of 2.75% when paid within 10 days, enter 2.75 for every line that will receive the discount. Numeric MM-YYYY-DD MM-YYYY-DD Mandatory String 25 Mandatory String 2000 Quantity Number of units sold. Mandatory Max 2 decimal places Units of Measure A Unit of Measure code. UOM default Mandatory String 10 can be specified on the field mapping page. Rate Individual price of the item sold. Mandatory Max 6 decimal places Subtotal Line Item Subtotal Optional Calculated by the system Tax Type 1 Tax 1 (%) Tax Type 2 A valid predefined tax entity used to represent GST, State, or provincial taxes. The list of valid tax types is supplied by OpenInvoice Support. A decimal number representing a tax percentage. A valid predefined tax entity used to represent GST, State, or provincial taxes. The list of valid tax types is supplied by OpenInvoice Support. Optional Optional Optional See chart below for support tax types. Max 3 decimal places See chart below for support tax types. 47

48 Tax 2 (%) Supported Tax Types A decimal number representing a tax percentage Optional Max 3decimal places Tax Type 3 Optional See chart below for support tax types. Tax 3 (%) AFE Cost Center GL Code PO Number PO Line Number Field/Lease Location Asset Number Field Ticket Number Work Order Number EP Discount Eligible Discount % Requisitioner A decimal number representing a tax percentage A buyer company's supplied AFE Number. (Line Item level) A buyer company's supplied Cost Center Number. (Line Item level) A buyer company's supplied GL Coding. (Line Item level) A buyer company's supplied Purchase Order Number. (line item level) Optional Optional String 25 Optional String 25 Optional String 25 Optional String 25 Must be a unique number from the Optional String 10 buyer s supplied PO. (Line Item level) A buyer company's supplied Field or Lease Name. (Line Item level) A buyer company's supplied Location Name. (Line Item level) A buyer company's supplied Asset Number. (Line Item level) Field Ticket number for the work on the invoice. (line item level) A buyer company's supplied Work Order Number. (Line Item level) Indication of the line item is eligible for an Early Pay Discount A decimal number representing the discount percent of the line item Name of buyer employee requisitioning the work. Optional String 25 Optional String 50 Optional String 25 Optional Optional String 25 Optional Optional Optional Max 3 decimal places One or more field ticket numbers. Each field ticket number must be separated by a comma. TRUE or FALSE Max 2 decimal places Must be specified in the following format: LastName, FirstName We support all tax types in the file as you are able to map the taxes in Supplier Link. The below list contains the available taxes that OpenInvoice supports. GST PST-BC HST-BC PST-MB HST-NB 48

49 HST-NF HST-NS PST-ON HST-ON PST-PE PST-QC PST-SK Federal State County Parish Municipal TransitAuthority ValueAdd StateandLocal WellServiceTax GrossReceipt 49