Basic Info |
The Basic Info tab for vendor invoices enables you to display and define identifying information about vendor invoices for work orders inserted on the Data -> Call Center -> Call Center screen. If the work order date/time finished is posted on the Call Center screen, it is used as the transaction date.
Tip: If there is a check in the Extracted for payment field, you cannot update information on this screen. To update information, enter a new invoice for the work order.
Tip: To limit the display of information in the grid and maximize performance, use the filter. You can sort on vendor ID, invoice number, work order location ID/year/number, and vendor contract ID, among other values.
The fields in the top section of this tab define the data that displays.
Vendor ticket number
Valid identifier of the vendor who supplies the product and/or service. This field has a choice-list of all vendors who have a check in the Vendor provides: Equipment repair and PM (commercial) field on the Functions tab of the Data -> Setup -> Organization Structure -> Vendors -> Primary Information screen to indicate they supply commercial services. The vendor name and telephone number display to the right of the ID.
Note: This value displays in the Vendor ID and Vendor list fields on the Basic Info tab of the Data -> Call Center -> Call Center screen.
Vendor IDs are defined on the Basic Info tab of the Data -> Setup -> Organization Structure -> Vendors -> Primary Information screen.
Invoice number
Number of the vendor’s invoice. Validated against the vendor ID on the call center work order. Must be a call center work order. Maximum field length is 20 characters.
Note: You cannot post to work orders with a status of either CLOSED or PENDING.
Data in the bottom section of the tab contains the basic information about the vendor invoice. Unless otherwise indicated, these fields are required.
Invoice type
The type of invoice. This field is a choice-list. Options are as follows:
The invoice type CALL CENTER WORK ORDER indicates that the invoice is associated with a work order inserted on the Data -> Call Center -> Call Center screen.
The invoice type DIRECT EQUIPMENT indicates that the invoice is related to a work order that is not a Call Center, Fuel Tickets, or Vendor Ticket work order.
The invoice type FUEL TICKETS indicates that the invoice is associated with a work order inserted on the Fuel Tickets screen. The asset must be the same as the line's work order asset.
The invoice type VENDOR TICKET indicates that the invoice is associated with a work order inserted on the Vendor Tickets screen. The asset must be the same as the line's work order asset.
Entry date and time
System date and time (in MM/DD/YYYY HH:MM format) that the invoice was inserted. Display only.
Date
Date (in MM/DD/YYYY format) of the invoice. Must be earlier than or the same as the current date.
Days
Number of days from invoice date at which payment is due. Optional, but must be greater than zero.
Discount percentage
Percentage discount that the vendor grants if payment is made within the period specified in the Days field. Optional, but must be between 0 and 100 if entered.
Total amount
Total of actual charges billed by the vendor for this invoice. Must equal the total costs and tax amounts on all line items on the Line Items tab. May be a negative amount.
Note: The total amount may exceed the estimated cost/total value on the Estimate tab of the Data -> Call Center -> Call Center screen. If it does, you do not need to adjust the amount in that field.
Requested Amount
This field allows the user to input the Requested Amount from a Vendor Invoice to track the difference in amount between the Total Amount and Requested Amount.
Originator
Identifier of the employee who inserted the invoice. The employee name displays to the right of the ID. This field is display only.
Approved
Note: This field is accessible only during Update mode: you cannot approve an invoice when you insert it.
If this field has a check, the invoice is approved for payment and you can post charges to or close the work order. When you approve an invoice, the date and time to the right of the field populate automatically and your user ID displays in the By field.
More Approved field information
To place a check in this field, there must be a check in the Approved field on the Estimate tab of the Data -> Call Center -> Call Center screen for each work order on the Line Items tab.
When you insert or update an invoice that does not have a check in the Extracted for payment field, the company code assigned to the work order’s equipment unit is used to determine whether authorization is required. For each company, invoice tolerance percentages specified on the Data -> Setup -> Organization Structure -> Company Codes screen determine (dependent on the amount of the invoice) the percentage by which the total amount can exceed the estimated cost/total value on the Estimate tab of the Data -> Call Center -> Call Center screen before an authorized person is required to approve the invoice. (The Line Items tab indicates the work order number. Various screens can specify the equipment unit assigned to the work order.) For a list of screens that assign equipment units to work orders, see Posting charges to work orders. Equipment units are assigned to company codes on the Assignments tab of the Data -> Equipment Units -> Fleet Equipment screen.
If there are multiple invoices for one work order and the total charges from all those invoices is less than or equal to the estimate amount plus the tolerance percentage, the invoice is automatically approved.
If there are multiple work orders on one invoice and the charges for each work order do not exceed the estimate for each work order plus the applicable tolerance percentages, the invoice is automatically approved.
A person authorized to update this screen and approve the total amount must insert a check in this field. The Employee has authority to approve work order invoice payments up to a value of _____ field on the Authority Info tab of the Data -> Shop Activity -> Setup -> Employees -> Primary Information screen specifies whether an employee can insert the check.
If the company code indicates that the total amount of the invoice is less than the amount that requires approval, the invoice is automatically approved (a check displays in this field).
If the Work Orders – More Info tab of the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen indicates that the work order’s location (indicated by the work order location ID on the Line Items tab) requires approval before a call center work order may be closed, you cannot select CLOSED in the Job status field on the Basic Info tab of the Data -> Call Center -> Call Center screen unless there is a check in this field.
Note: If the total amount is changed after an invoice is approved, the Approval checkbox and corresponding display fields clear.
By
Identifier and name of the employee who approved the total amount by placing a check in the Approved check box or, if the invoice is approved automatically, the user ID and name of the employee who last entered a value in the Total amount field. This field is display only.
Allow posting invoice data to work orders without approved estimate
If this field has a check, the vendor charges are posted regardless of whether there is a check in the Approved field on the Estimate tab of the Data -> Call Center -> Call Center screen.
Extracted for payment
If this field has a check, the invoice was extracted for transmission and payment. The checkbox can be set based on an approved invoice and all associated line item work orders are CLOSED if the Invoice type is CALL CENTER WORK ORDER, VENDOR TICKET, or WORK ORDER. For data to be extracted, all of the following must be true:
The work order must have a job status of CLOSED on the Basic Info tab of the Data -> Call Center -> Call Center screen.
All associated Line Item Work Orders must be set to CLOSED.
There must be a check in the Approved field on the Basic Info tab of the Data -> Call Center -> Vendor Invoices screen.
The Extracted for payment field on this tab must be blank. If this field has a check, you cannot update information on this screen. You must enter a new invoice for the work order.
The date and time automatically display to the right of the field.
Tip: If the data is rejected by another system, clear the check in this field, correct the data, and make sure that the Approved field has a check. You must belong to a user group that does not have a check in the Deny update field on the System Mgmt -> Setup -> Access Rights -> Rights Templates -> Control Rights screen. Use caution when you clear a check. It may result in a second extrication, which may duplicate payment of the invoice.
Document number
Text field that may be used however you want, such as for the number of the check that paid the invoice. Maximum field length is 30 characters. This field is optional.