Tangoe Asentinel TEM

Transcription

1 Product Learning Tangoe Asentinel TEM ADD NEW MANUAL INVOICE January 2018 Tangoe, Inc. 35 EXECUTIVE BLVD, ORANGE CT 06477

2 1. Add New Manual Invoice Manual Invoices can be added by users if they have Edit rights for the selected service type. These Invoices will be processed and show in reports as Manual Invoices. The user can add a New Invoice in several ways: 1. CLICK the Invoices icon located on the main toolbar across the top of the application. SELECT a Service Type and a Vendor from the left, only one can be selected at this time. More can be added from the invoice. Hit the + icon or the Add New Invoice icon located in the upper right corner. The Invoice Summary page will open in edit mode. 1

3 2. If you are on the Summary Information page of an existing invoice, CLICK Add New Invoice. The icon is located in the upper right corner. The Invoice Summary page will be displayed in edit mode. The editable fields are: Remittance (combo box; the default value is the first vendor's remittance in alphabetic order) Invoice Number (mandatory field, alpha-numeric characters only) Invoice Date (mandatory field; the default value is the current date) Invoice Due Date (mandatory field; the default value is the current date) Account Number (mandatory field, alpha-numeric characters only) Service Type or Invoice Equipment Type (combo box; if the service type is Equipment, then the label 'Invoice Equipment Type' will be displayed, otherwise, the label 'Service Type' will be displayed. The default value is the already selected service type) GL Number (mandatory field; the default value is the default GL for the selected service type) GL Number for AP, CC Number for AP (only supported for indirect allocation) Recurring (checkbox to indicate it is a recurring invoice) Default Currency (dropdown with any currency configured on the present instance) The non-editable fields display the mandatory values. To save the new invoice: CLICK Save The Select Save Type confirmation window will display with three options. The default option is Saved with Exceptions. Update your choice by marking the appropriate radio button: Saved with Exceptions Saved for Approval Archived 2

4 Under the radio group, the Invalid Cost Center(s) on this invoice message is displayed. If Cost Centers are valid, then the invoice can be Saved for Approval. If the invoice needs more research in order to review it, CHECK Research. 2. Import Information from Previous Invoice Import from Previous invoice requires that the account number of the new invoice have at least one historical invoice with the same account number. The Import Previous Invoice icon is displayed only if the manually added invoice has had the required fields completed and is in a pending status (Saved with Exceptions or Saved for Approval invoice). This feature allows importing the charges of a selected previous invoice. Note that upon import, the application will re-analyze and display any exceptions on the invoice. 3

5 Note: If the system is in process of importing, the system will not allow you to make a duplicate import request until the current import has completed. SELECT the Import Previous Invoice icon The pop-up window will display the list of all the other invoices in the system having the same account number and vendor. The list will display by Invoice Date in descending order. SELECT the Invoice Number from the list by CLICKING the radio button, SELECT Import Previous Invoice The line item information will now be filled in from the previous invoice selected and can be edited with the current values. Then the invoice can be processed as normal. 4

6 3. Manual Invoice Import An Import of a new invoice from an excel file can also be used to create a Manual invoice. To retrieve the latest Invoice Template, Export an existing invoice from the database. Select an invoice that you would like to use to create a new invoice. For example, choose an invoice under the same Service Type/Vendor that you want to create. Select the Export icon. Export to Excel The invoice details (column headers) will display on a separate tab for each service type. Change the information to create the new invoice that will be imported. Make sure the required (orange) fields are completed. Once the invoice is edited with the correct information, remove the line item totals on the Details pages and Save on your desktop. 5

7 Select More across the top of the page, Import Then Invoices and Import the file from your desktop. 4. Best Practices Reasons for importing Manual invoices are: 1. Invoice that is no longer available or cannot be replaced from the vendor 2. One-time invoices that were received to be processed 3. Internal invoices for GL allocations Users can add invoice comments. Click new invoice. Invoice Comments to create comments on the Invoice images can also be added in the Comments section of manually entered invoices. (A configuration setting that needs to be set to Yes. Open a helpdesk ticket if your instance does not already have this option turned on.) 6

8 Drag and drop the file on the grey area or CLICK the + sign to browse for the file. Note - if you import a previous invoice with a total amount of 0.00 the stays available for you to reimport another one until the total amount is higher than 0.00, a point when you will not be able to re import any other previous invoices. 7