Manual Invoice Entry. Manual Invoice Entry Contents

Transcription

1 Manual Invoice Entry Contents Objectives... 1 Create an Invoice... 1 Invoice Entry... 2 Invoice Header... 3 Invoice Section Comments Parts Invoice... 4 Comments - Service Invoice:... 5 Line Items... 6 Add a Section... 7 Tax Info... 8 Invoice Totals... 9 Credit Invoices Summary Guidance: As you review this lesson, please note that the title [Seller] is used to identify Dealers, Members, Suppliers, Vendors, Distributors, Service Providers, etc. The title [Buyer] is used to identify Fleets, Customers, Operators, Agency, etc. Copyright 2016, Corcentric. All rights reserved. 02/2016 (S)

2 Objectives After completing this lesson, you will be able to: Select the Create New Invoice option to begin the manual entry of the transaction Complete mandatory fields to identify the customer s requirements Review and confirm Invoice Header information Add line item details Create a credit entry Save and submit an invoice for processing Create an Invoice To open the Invoice Entry tab, select the Invoice Submission menu option and then click Invoice Entry. The Invoice Entry transaction finder displays. Invoice Entry Page 1. Click the Submit button to display the Create New Invoice button. 2. Click the Create New Invoice button. The Invoice Entry page opens in a new window. Copyright 2016, Corcentric. All rights reserved. [1]

3 Invoice Entry Invoice Entry Page 1. The Invoice Type field defaults to Parts. If the invoice is for service, click the drop-down list and select Service. Note: Invoice Type Your selection in this field determines several of the fields and requirements to complete the invoice. 2. In the [Seller] Code field click the drop down list and make a selection from your available locations. 3. In the [Seller] Invoice Number field enter the invoice number. Remember, duplicate invoice numbers will result in an error. 4. If authorizations are not being used by your program, the Open Authorizations field can be left blank. Otherwise, select the corresponding authorization. 5. In the [Buyer] Code field enter at least 3 characters of the [Buyer s] code or name and pause. When presented with options, make the appropriate selection. For example, if you want to locate FRIENDLY AUTO REPAIR-997 in McLean, VA, you could enter Frie and pause, or 997 and pause, or McLEAN and pause. After the program locates the [Buyer] matching your criteria, select the location for the transaction. 1. In the Invoice Date field, enter the invoice date. 2. Click the Save and Continue button. If the [Seller] or [Buyer] was terminated from the program prior to the invoice date you will receive an error. If the Invoice Date is not valid because of termination you will not be able to continue with the manual invoice. The Invoice Entry page now displays the Invoice Header section. Copyright 2016, Corcentric. All rights reserved. [2]

4 Note: Draft invoice is saved At this point the new invoice is saved so you can close the invoice and return to it later if needed. To locate the saved invoice return to the Invoice Entry tab to search for, and open the draft invoice. As long as the invoice has not been submitted for processing you can reopen the invoice for edits and completion. Invoice Header Before proceeding with the invoice, review to confirm you have selected the correct [Seller] and [Buyer]. If you find you ve made an error in your selection, click the Delete Invoice button to start a new invoice. The Invoice Header section contain fields specific to the Invoice Type (Parts or Service) selection according to the [Buyer s] requirements. Required fields are highlighted in yellow. For example, if the [Buyer] requires either the Unit Number, VIN Number, and/or Vehicle Mileage for a Service Invoice those fields will be highlighted in yellow. The Bill To, Ship To, Remit To, and [Seller] location information is automatically defaulted according to your [Seller] Code and [Buyer] Code selections. 1. In the PO Date field, enter the purchase order date or use the calendar function to select a date. 2. Enter a valid PO number in the Purchase Order Number field. The [Buyer] relationship determines if this is a required field. Copyright 2016, Corcentric. All rights reserved. [3]

5 Warning: Purchase Order Number If the [Buyer] requires the PO number the program will validate that you entered the correct PO format. 3. The Point of Sale default is the Same as [Seller] Address. If you need to change the POS address deselect the check box and enter the name and complete address for the POS. 4. The Referenced [Seller] Invoice Number field can remain blank. 5. The Currency field will default to the [Buyer] currency. 6. Complete the remaining Vehicle Information fields determined by the [Buyer] requirements. 7. After completing the Invoice Header click the Save and Continue button. Click the Delete Invoice button to start over. The Invoice Entry page now displays the Invoice Section 1 and Tax Info following the Invoice Header section. Invoice Section 1 Comments Parts Invoice The Comments section of the invoice will display according to your Invoice Type selection. The Comments area on a parts invoice provides a Note text box to enter optional notes pertinent to the invoice. Copyright 2016, Corcentric. All rights reserved. [4]

6 Comments for a Parts Invoice Comments - Service Invoice: The Comments area on a service invoice provides text boxes to enter the Complaint information, Cause findings, and Correction actions related to the service. Copyright 2016, Corcentric. All rights reserved. [5]

7 Line Items This section displays the entry fields for the first line item. 1. Click the Type drop-down list and make the appropriate selection. Note: Type field Your selection in the Type field determines the behavior of the Item, Unit of Measure and Description fields. Program Parts type at least 3 characters of the part number in the Item field. The more characters you enter the fewer results returned. The Unit of Measure defaults to Each Program Parts when you select a program part number the unit price will default to the Not To Exceed Price set in the program Non-Rec Parts a non-recognized part number entry will not be validated for a Not To Exceed (NTE) price check Description if you enter a recognized program part number the description will default after saving All other Type options the Item field is free text 2. Complete the Item field according to the Type selection. (See Note: Type field) In the Quantity field enter how many of the item is being purchased. 3. Enter the Unit Price for all Types, except for recognized program parts. If you selected Parts in the Type field and selected a program part in the Item field skip this step. The Unit Price defaults with the price according to the Item selection after you click Save. 4. Select the Unit of Measure from the drop down list as needed. 5. Complete the Description field. Parts descriptions will default for recognized program parts, nonrecognized parts and all other item Types you are required to enter information in this field. 6. The Core Price field can remain blank unless there is a core charge. 7. For item specific tax, enter the amount in the Tax field. 8. After completing all item fields, click Save to add the item to the invoice s line items. Click Cancel to remove the item. 9. The program will automatically do the math and populate the Amount field with the item s total for Quantity x Unit Price + Core Price + Tax. Warning: Unit Price If you change the default unit price to an amount that exceeds the program price an error will display. Correct the unit price to an acceptable NTE price. Copyright 2016, Corcentric. All rights reserved. [6]

8 10. Click the Add Line Item button to repeat the above steps and continue adding items to the invoice. Add a Section You can create additional sections on the invoice by clicking the Add Section button. This will enable the invoice to have one or more sections grouped together. You can create up to 25 sections on an invoice. Click the Delete Section button to delete the section. Copyright 2016, Corcentric. All rights reserved. [7]

9 All sections will be displayed on the program invoice rendering. After saving an item the Edit and Delete function is available for each item. The Total field displays the collective amount for all line items added to the invoice. Tip: When a line item is marked in grey this is an indication that the line has been adjusted. Tax Info The Tax Info section is where you enter applicable tax, for example State and City tax. 1. Click the Add Tax button. 2. Click the Tax Type drop down list and select the type of tax to apply to the invoice. Tax Type options include: County Local/City State HST (Harmonized Sales Tax) Environmental PST (Provincial Sales Tax) GST (Goods and Services Tax) QST (Quebec Sales Tax) VAT (Value Added Tax) 3. Enter the amount for the selected tax type in the Tax Amount field. Copyright 2016, Corcentric. All rights reserved. [8]

10 4. If applicable, in the Tax Identification Number field enter the identifying number. 5. Click Save. After saving, the Edit, New, and Delete option is available. 6. Click New to include additional tax type(s) to the invoice. After completing and saving the tax information you are ready to finalize the invoice for processing. Invoice Totals Conduct a thorough review of the invoice to include totals, items, [Buyer], and [Seller] information. 7. Click the Save Invoice button. If you are not ready to submit the invoice for processing you can close the invoice and return to it later to edit and finalize the invoice. An invoice that has not been submitted for processing can be located using the Invoice Submission>Invoice Entry menu options. (See Note on p.3 for add l information regarding draft invoices.) 8. To finalize the invoice and submit it for processing, click the Submit Invoice button. To delete the invoice click the Delete Invoice button. The program will validate the invoice. If any errors are returned you will need to correct the error(s) and re-click the Submit Invoice button until the invoice is free of errors. 9. When prompted click Continue to confirm the invoice was successfully submitted, or click Cancel to return to the invoice and make corrections. Copyright 2016, Corcentric. All rights reserved. [9]

11 Credit Invoices The process for entering a credit is the same as entering an invoice with one exception, you will need to enter a negative number in the Quantity field. To enter a Credit Invoice: 1. From the Invoice Entry page, click the Submit button to display the Create New Invoice button. 2. Enter the required information for creating a new invoice as discussed previously in this guide. 3. In the Purchase Order Number field enter a valid customer invoice number. 4. Click the Save and Continue button to add line items onto the invoice. 5. In the Item field enter the part number or description of the credit. 6. In the Quantity field enter a negative number (for example, -1, -2, -3) and click Save. 7. Enter the Unit Price for all Types except for program parts. If you selected Parts in the Type field and selected a program part in the Item field skip this step. The Unit Price defaults with the price according to the Item selection after you click Save. 8. Select the Unit of Measure from the drop down list as needed. 9. Complete the Description field. Parts descriptions will default for program parts, non-recognized parts and all other item Types you are required to enter information in this field. 10. Click the Save button to save the item and add it to the invoice. The credit has been added to the invoice line items. 11. Click Submit Invoice when you are finished. The finalized invoice is issued a Program Invoice # and the invoice is presented to both the [Seller] and [Buyer] in PDF format located under Billing> Invoices. Summary Having completed this lesson, you are now able to: Select the Create New Invoice option to begin the manual entry of the transaction Complete mandatory fields to identify the customer s requirements Review and confirm Invoice Header information Add line item details Create a credit entry Save and submit an invoice for processing Copyright 2016, Corcentric. All rights reserved. [10]