Program Invoices Contents

Transcription

1 Program Invoices Contents Objectives... 1 Search for an Invoice... 1 Transaction Status... 2 Invoice View Status... 2 Program Invoice Presentation... 3 [Buyer] View... 3 [Seller] View... 4 Invoice Details... 5 Offset Transactions (Credits)... 5 CAD Tax ID... 6 Batch Printing... 6 Invoice Batch Printing (Online)... 6 Invoice Batch Printing (Offline)... 7 Batch Request Status... 7 Summary... 7 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. 2/2016

2 Objectives After completing this lesson, you will be able to: Enter search criteria to find an invoice(s) Analyze data returned as a result of your search Locate and open the invoice Identify the invoice layout and section details Print and/or save a program invoice Select multiple invoices to batch print Schedule an offline print job Search for an Invoice To open the Invoices tab, select the Billing menu option and click Invoices. The Invoices page displays. Refer to the Searching and Bookmarks User Guide for more information on the Transaction Lookup finder. 1. Keep the company field name blank to view all locations you have access to and narrow the date range to condense your search results. 2. Click the Search button to view the results. The Invoices grid displays. Invoices Grid Click the Excel Export button to easily export all the invoice data into a spreadsheet for analysis. The Statement# will be assigned as soon as the invoice gets settled* to allow for the statement number to display at the invoice level. Although the statement number is assigned, the statement will not be available to open and view until the statement end date. *Settled invoices are displayed as Current in the Status column on the grid. See the Transaction Status table on p.2 for additional information. Copyright 2016, Corcentric. All rights reserved. [1]

3 Transaction Status Status Current Current- Disputed Current- Resolved Definition The invoice has passed all validation processes and will be on the next billing statement this is a settled invoice The invoice has passed all validation processes and will be on the next billing statement however, the [Buyer] did not agree with an item(s) on the invoice and has initiated the dispute process The invoice has passed all validation processes and will be on the next billing statement and the [Buyer] and the [Seller] have agreed on a solution for the disputed invoice Paid Paid- Disputed Paid- Resolved Past Due Past Due- Disputed Past Due- Resolved The invoice was paid on the scheduled due date The invoice was paid on the scheduled due date, however, the [Buyer] did not agree with an item(s) on the invoice and has initiated the dispute process The invoice was paid to on the scheduled due date and the [Buyer] and the [Seller] have agreed on a solution for the disputed invoice The invoice was not paid on or before the AP Due Date The invoice was not paid on or before the AP Due Date and the [Buyer] did not agree with an item(s) on the invoice and has initiated the dispute process The invoice was not paid on or before the AP Due Date and the [Buyer] and the [Seller] have agreed on a solution for the disputed invoice Invoice View Status The View Status column displays the status of Read, Unread, or Printed for the logged in user. Status Unread Read Printed Definition The invoice has not yet been opened by the logged in user The invoice has been opened by the logged in user If the logged in user prints the invoice from the grid by selecting the invoice(s) check boxes and clicking the Print button, the status will display Printed. Please note that the print status cannot be tracked and updated when the invoice is opened and printed using the PDF controls because this is a client side event. 3. Locate the desired invoice and click the Inv # link. The selected invoice opens as a PDF in a new window. Copyright 2016, Corcentric. All rights reserved. [2]

4 Program Invoice Presentation [Buyer] View [Buyer] Invoice Presentation Example Copyright 2016, Corcentric. All rights reserved. [3]

5 [Seller] View [Seller] Invoice Presentation Example Note: You can print and save an invoice just as you would any PDF document. Line items that are highlighted in grey indicate the price was adjusted. Core prices are displayed at the line item level. There are only three key differences between the [Buyer] invoice presentation and the [Seller] invoice presentation. 1. Your program s logo is displayed on the [Buyer] invoice at the header level 2. Invoice number position: a. The [Buyer] invoice displays the Program Invoice number in first position with the [Seller] Invoice number following after. b. The [Seller] invoice displays their invoice number in the first position with the Program Invoice following after. 3. When applicable, the [Buyer] invoice displays the community part number (normal item# on the rendering), the [Buyer] part number, and the long description of the cross reference part. Copyright 2016, Corcentric. All rights reserved. [4]

6 Invoice Details Section Invoice Number Program Inv# [Seller] Inv Date Program Inv Date PO No: Statement Date Due Date Invoice Header Invoice Line Items Description [Seller] assigned invoice number Unique program assigned invoice number The [Seller] invoice date The date the program settled the invoice for payment [Buyer] purchase order number Billing statement date the invoice is associated to The date on which payment will be received by or sent by [Buyer] location and code; Bill to address; Ship to (delivery) address; Remit to address; [Seller] location and code; Vehicle Information, if required by the [Buyer], can include Unit, Mileage, and VIN information Identifies line item, line item type (see legend at the bottom of the invoice) and price Invoice Totals Type Totals Line Item Total Orig Totals Totals Tax Total: USD or CAD Service Fee Settlement Amount Invoice Options Button Contains bucket totals for each line item type Contains total amount for all line items Amount submitted by the [Seller] This column will reflect any price adjustment differences from the Orig Totals Displays the sum total of all applicable state, county, city, etc., tax Displays the total in applicable currency and will display the currency type icon for easy identification Per invoice fee charge, if applicable The final total due from the [Buyer] or due to the [Seller] Click this button located at the top of the invoice to open the Invoice Options page to initiate and/or view dispute information associated to the invoice Offset Transactions (Credits) When a credit transaction is processed, reversal information will display on the original invoice. Copyright 2016, Corcentric. All rights reserved. [5]

7 CAD Tax ID The Reference section will display the [Seller] s PST ID, GST ID, and/or HST ID on every CAD invoice. The tax IDs will display on the [Seller] as well as [Buyer] invoices, if the [Seller] currency is CAD. If the [Seller] shop that created the invoice has CAD Tax IDs on file and set up in the program then the invoice will display the shop s IDs. If the shop does not have the IDs setup then the invoice will display the IDs inherited from the parent. If the parent does not have the IDs setup then the three labels will be blank on the invoice rendering. Batch Printing Canadian Invoice with Tax Information Example Invoice Batch Printing (Online) You can multi-select invoices and create one compiled PDF for batch printing directly from the Invoices grid without having to open and print invoices individually. You can select up to 50 invoices to print immediately online. If you need to print more than 50 invoices as a scheduled print job, refer to the Invoice Batch Printing (Offline) section of this guide. To batch print: 1. In the Select column select the invoices to print by clicking the corresponding check boxes. 2. After selecting the invoices, click the Print button located next to the PDF and Excel export buttons. The selected invoices will open as one compiled PDF document with your computer s print dialog box open. 3. Click the OK button to send the job to your printer. The batch PDF can also be saved using the standard PDF save functionality by selecting the Print to File checkbox. Note: When you save the PDF to your computer then re- open the document, the print dialog opens with the invoices. The print dialog can be canceled and the saved PDF will remain open. Copyright 2016, Corcentric. All rights reserved. [6]

8 Invoice Batch Printing (Offline) From the Invoices page you can batch print up to 800 invoices. When you select over 50 invoices to batch print in one request you will receive a pop up message that the invoice generation request was submitted and you will receive an notification once the report is ready. Batch Request Status After you are notified that the request has been processed and ready, go to the Report menu option and select Batch Request Status. Select the applicable Status and date range and click Search. Or, leave the defaults and click Search to see all your requests for the defaulted date range. The Status column will indicate if the batch is ready. When the Status is Download you can click the Download option to open the invoice batch then print and or save your invoices. The In Progress status will update to Download when the batch is ready for you to download. One of the great features of this report is you can also export the invoice information to Excel. Click the expand arrow > to open the invoice details for a particular batch then click the Excel export button. Summary Having completed this lesson, you are now able to: Enter search criteria to find an invoice(s) Analyze data returned as a result of your search Locate and open the invoice Identify the invoice layout and section details Print and/or save a program invoice Select multiple invoices to batch print Schedule a batch print offline job Copyright 2016, Corcentric. All rights reserved. [7]