Batches/Search

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Upon completion of a work order, you need a way to manage the invoices that come as a result of these completed work orders. The Batch Management System gives you the power to search, view, and create bathes of invoices for upload to your ERP software.

Upon completion of a work order, you need a way to manage the invoices that come as a result of these completed work orders. The Batch Management System gives you the power to search, view, and create bathes of invoices for upload to your ERP software.

Search/Batch Criteria[edit]

Upon entering the Batch Management system, users are presented with multiple search options or criteria. These options are explained below.

Create/Modify Batch[edit]

This option allows the user to create or modify a batch of invoices to be uploaded to the ERP system via the Enterprise Connector Tool. The minimum number of invoices for a batch is 1, with no upper limit on the number of invoices that can be included in a batch. Users are presented with three data fields. They are explained below.

  • Batch: Click the "Get Next" button to auto-generate the next batch number, based on the previous batch's number and the number of invoices in the batch.
  • Private: Check the box next to the word Private to make the batch viewable to only the user who created the batch.
  • Comment: Use this free-form field to add any additional information about the invoices in the batch. Examples include - types of invoices, date range of invoices, who created the invoices in the batch.

Invoice Batches[edit]

When in the Create/Modify Batch Option, users will be able to see all public invoice batches that have previously been created. Batches of invoices To highlight a specific batch, hover the cursor over the batch. Batch Number, Number of Invoices, Total Value of the Invoices, Comments, and Private status will all be displayed in the rows. The background color of the row will change color.

  • Edit: Clicking the Edit link allows the user to edit the comment section of the batch. Upon completion of the comment edit, click the Update link to save the Edit. If a mistake is made, or the wrong batch was selected, click the Cancel link to cancel the Edit.
  • Select: Clicking the Select link will allow the user to open the batch to view the individual invoices in the batch. Individual dispatches will be displayed below the Batches.
  • Remove: Click the Remove link to remove a batch of Invoices. This will trigger a confirmation window to prevent the accidental removal of a batch of invoices. To confirm the removal, click the OK button in the confirm removal window. Click cancel to cancel the removal of the batch of invoices.

View Invoices[edit]

Select a batch of invoices from the list and click Select. This will display the Batch Invoice Summary below the list of invoice batches. The Invoice Summary will display the invoices in the batch. Users will be able to see the Invoice Number, Invoice Date, Job Number, Customer Name, Svc Site, and Invoice Total for each invoice.

To view a specific invoice, including the breakout of individual items on the invoice, highlight the row with the invoice to be viewed. The background color of the row will change if the user hovers over the row with the cursor. Click the View link to the left of the Invoice Number to open the selected invoice. All items on the invoice will be displayed here. An example of a filled out invoice can be found below.

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If an invoice needs to be removed from the batch, click the Remove link to the right of the Invoice Total. This will open the Confirm Removal window. Click OK to remove the invoice, click CANCEL to close the window without removing the invoice.

Search Existing Invoices[edit]

This option allows the user to search for invoices via a few different criteria. Search criteria is as follows:

  • Invoice Number: If the user knows the invoice number of the specific invoice, the user will input the invoice number into this field.
  • Job Number: If the user knows the job number associated with the invoice, they will input the job number into this field.
  • Customer Name: If the user is looking for invoices associated with a particular customer, they will input the customer name into this field.

Once the search criteria has been input, the user will click the Find button. The invoice or invoices that match the search criteria will be displayed below the search tool.

View Invoices[edit]

Users will be able to see the Invoice Number, Invoice Date, Customer Name, Type, Job Number, & Status for each invoice in the list.

To view a specific invoice, including the breakout of individual items on the invoice, highlight the row with the invoice to be viewed. The background color of the row will change if the user hovers over the row with the cursor. Click the View link to the left of the Invoice Number to open the selected invoice. All items on the invoice will be displayed here.

Unpost Invoices[edit]

The Unpost Invoices option is only used when a failure to transfer to the ERP System occurs. The Unpost allows for the user to "go back" and fix the issue that caused the failure and then repost the invoices to the ERP.