INVOICE MANAGER INVOICE PROCESSING

Transcription

1 INVOICE MANAGER INVOICE PROCESSING

2 CONTENTS Invoice Manager... 3 Upload File... 4 Errors / Agency Linking... 5 STATUS... 7 Definitions... 7 Printing Invoices... 8 ACCOUNT... 9 SUPPORT... 9 LOGOUT... 9 Frequently Asked Questions... 10

3 Invoice Manager Access directly to Invoice Manager site or via STRATA homepage Member Sign in: STRATA site: Select RadioInvoices. Enter username and password.

4 STATION Upload File [Note: The Upload File icon is only available to users who are responsible for manually uploading their file to the web site. If your station file is exporting from your traffic system, you will not have this option available.] To upload the electronic invoice file, perform the following steps: A. Select the upload file button on the top banner. B. Click Browse. Select the electronic invoice file from the computer or network. This will add the selected file to the Currently selected files: list. [ To add multiple files, repeat step B ] C. Click Load once. You will be taken to SUMMARY ELECTRONIC INVOICE FILE(S) screen. Click Next to address errors.

5 STATION Errors / Agency Linking You will be taken to the UPLOAD ERROR(S) screen. For each invoice uploaded with an error, you can FIX or DELETE the invoice. You also have the option to skip errors until later by clicking the SKIP FIX ERRORS LATER button. [Note: Errors not addressed here will be available to view by clicking ERRORS in the top banner. ] If you choose to begin fixing Link Agency errors, click FIX on one of the errors.

6 The system will perform a smart search and try to find your agency. If the agency appears in the agency and agency office boxes correctly, click LINK. Search box automatically populates with by default Invoice Agency Name for a smart search to find the agency. If no results, clear box and enter search criteria. Search Results If an agency does not appear by default, clear the search box and enter agency name criteria to find a match. Continue fixing Link Agency errors until all have been resolved. You can click the ERRORS icon in top navigation at any time to view your errors for a particular broadcast month. Note: An agency only needs to be linked once. Once an agency link is established it will automatically be applied to all other invoices containing that agency name. If the agency is not set up in the system, it cannot be mapped. Complete the Agency Sign-Up Form from the SUPPORT page and the RadioInvoices Support team will work with the agency to set up an account.

7 The following types of errors can be passed through if approved by the station. VALIDATION FAILED: Inconsistent Dollar Amounts VALIDATION FAILED: Gross Dollars There is the possibility of delayed payment when delivered electronically because all validation was not passed. Such "passing through" of the invoice may cause problems at the agency during an audit if agency is not aware of the special invoicing. If the user chose APPROVE in the previous screen, a final warning will display. The user can now select APPROVE, CANCEL or DELETE. STATUS Definitions You can click the STATUS icon in top navigation at any time to view the status of your invoices. Compare the icon in the Status column to the legend below invoices. Following are the various invoice statuses and their definitions: Cancelled Invoice status indicates an invoice that has been deleted by the user.

8 STATION Error Not Available Yet status indicates an invoice that contains an error. For more details, view the invoice in the Errors section. Invoice in Transit to Agency status indicates an invoice which has been uploaded to RadioInvoices and is en route to the agency. Invoice Available to Agency status indicates an invoice which has been delivered to the agency, but not yet Viewed or Downloaded by the agency. Invoice Successfully Delivered status indicates an invoice which has been received by the agency. If the agency uses RadioInvoices.com, they have Viewed or Downloaded the invoice. If the invoice is directly pushed into their stewardship software system, the invoice has been delivered. Printing Invoices The user can print an invoice from the STATUS section, as long as it is not in Error status. Check box the invoice(s) you would like to print then click PRINT icon.

9 You will be asked to OPEN or SAVE the file. The PDF can be printed or saved. ACCOUNT [Future enhancements will users to edit user account information] SUPPORT Available documents to download from the SUPPORT page: Invoice Manager Training Manual RadioInvoices Active Agency list updated weekly on Mondays RadioInvoices FAQ Agency Sign Up Form LOGOUT Click LOGOUT to exit application.

10 Frequently Asked Questions How can I find the most up to date list of agencies set up for delivery on RadioInvoices.com? From the SUPPORT page, follow link for "RadioInvoices.com Active Agency List (pdf)". How can I activate an agency for electronic invoicing? If the agency is active on RadioInvoices.com, you can flag them for electronic invoicing in your traffic system. Many traffic systems require a unique identification number to activate an agency. If your system has this requirement, we would like to suggest to following: On the website, click on "agency list" in the top navigation and the Active Agencies PDF will open. We have added a column to the list called RI ID. Select the RI ID from the active agency list. (There is the option of an alphanumeric or numeric id for you to choose.) [AGENCY - RIxxxxx or 99xxxxx] Assign a unique agency id Use a unique agency id from a different EI service vendor (also referenced as an IDB or EMT or Marketron number.) Regardless of the agency numbering convention you select, it must be a unique agency identifier in your system. If you have any questions, please contact the support team and an available team member will answer your questions. The entire support team can be reached at help@radioinvoices.com. How can I change my password? Send an to help@radioinvoices.com. How can I get help on the web site besides ing help@radioinvoices.com? Contact one of our support numbers at or There is an agency I would like to have set up in RadioInvoices.com. How can I get them set up? From the SUPPORT page, follow link for "Agency Sign-Up Form (doc)".