copyright 2003-2005 covalentworks training guide for invoices myb2b powered by covalentworks
TRANSCRIPT
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Copyright 2003-2005 CovalentWorks
Training Guide for
Invoices
MYB2BPowered by CovalentWorks
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Copyright 2003-2005 CovalentWorks
Getting Started
To create an invoice, first go to the purchase order for which you want to create an invoice.
You can go to the purchase order by either clicking on the link in the email notification that was sent to you for the purchase order or by going to the Search screen and finding the
purchase order you need.
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Getting Started
Then click on this link on the purchase order to begin
creating an invoice.
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Invoice Basics
After you click on “Create Invoice”, the invoice form shown here will be displayed. Much of the invoice data is automatically
filled in for you based on your trading partner’s PO.
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Invoice Basics
The bottom of the invoice is shown here. You can scroll down and across to access all of the invoice fields. You will need to review the fields copied from the purchase order and enter any required mandatory fields that were not copied from the purchase order.
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Invoice Basics
All mandatory fields have a red asterisk (*) preceding the field name. Fields that are blank to not have to be entered unless they are marked with the red mandatory asterisk (*). You can change
any of the fields that were copied from the PO if necessary. However, most of the time you will not want to change the fields
copied from the PO.
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Invoice Basics
You will be able to add or remove lines and update existing lines. We will show you how later in this presentation.
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Invoice Basics
The very last step will be to click the “Submit Invoice” button to send the invoice to your
trading partner. This button will be grayed out until you have entered the required mandatory
fields and updated the invoice totals. This will be explained further later in the presentation
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Invoice Header Information
Now let’s take a closer look at the fields in the header area at the top of the invoice
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Invoice Header Information
PO Nbr: This is the Purchase Order Number.PO Date: This is the date the PO was created. It is displayed in YYYY-MM-DD format.Contract Nbr: This is the contract number between your trading partner and your company. The “Contract Nbr” is blank in this example because the trading partner did not send a contract number in the purchase order.Any other blank fields you see on the invoice form were not sent by your trading partner on the purchase order.
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Invoice Header Information
Bill To: This is the address where your invoices will be approved for payment. Note that you will send all of your invoices electronically through MyB2B. You should not mail any hard copy invoices to your trading partner.
Click here to change the “bill to” information if
necessary.
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Invoice Header Information
Enter the new bill to information in the yellow boxes.
Be sure to click the “Save” button to save the new bill
to information for this invoice. Or click “Cancel” if
you do not want to save the new bill to information
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Invoice Header Information
Ship To: This is the location to which you shipped the items.
Click here to change the “ship to” information if necessary.
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Invoice Header Information
Enter the new ship to information in the yellow boxes.
Be sure to click the “Save” button to save the new ship to information for this invoice. Or
click “Cancel” if you do not want to save the new ship to
information
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Invoice Header Information
This area displays header fields that are specific to you and your trading partner. If any of these fields are also present on the PO, then the value is copied from the PO to the invoice. You can change these fields if necessary. You will notice different fields displayed here if you
use MyB2B for more than one trading partner.
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Invoice Header Information
Here is an explanation for the fields that most often appear in this section:
Date Shipped: This is the date you shipped the items to the trading partner.SCAC Code: Enter the four letter abbreviation for the carrier that shipped the items. You will find the SCAC abbreviation on the Bill of Lading from the carrier. For example, Federal Express is FEDX, UPS is UPSN.Bill of Lading Number: Enter the Bill of Lading number shown on the Bill of Lading from the carrier.
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Invoice Header Information
Here is an explanation for the fields that most often appear in this section (continued):
Transport Method/Code: Select the appropriate method from the drop down box list.Nbr of Units Shipped: Enter the Lading quantity from the Bill of Lading. This will be the same as the Lading quantity on the Advance Ship Notice.
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Invoice Header Information
You will notice different fields displayed here if you use MyB2B for more than one trading partner. Refer to the EDI Guide issued by
your trading partner or contact your CovalentWorks Client Service Manager for further explanation of these fields. Fields that are blank
were not sent by your trading partner on this PO.
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Invoice Line Items
Please take a moment to read these instructions.
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Changing Invoice Line Items
Fields in an existing line item can be edited by clicking on the “Line Nbr” for that line item.
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Changing Invoice Line Items
Clicking on the line number also brings up an editable section for the line to be changed. You will make changes to fields in
this section. All mandatory fields have a red asterisk (*).
After you click on the line number, the background color for the line will change from gray to purple.
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Changing Invoice Line Items
You can change any of the fields for that line in this area. You will need to
enter data for mandatory fields marked with a red asterisk (*).
Line number can not be changed.
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Changing Invoice Line Items
Save your changes by clicking on the “Update Line Item” button. Your
changes will not be saved on the invoice unless you click on the
“Update Line Item” button. You can choose to discard the changes (not
save) by clicking the “Cancel” button.
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Adding a New Invoice Line
Click here to add a new line to the invoice. You may want to add new lines for shipping charges or other allowable charges that were not on the PO. Refer to your contract with your trading partner for business rules about charges that you can add to your invoice.
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Adding a New Invoice Line
Clicking the Add New Line button brings up an editable section for the new line. All mandatory
fields have a red asterisk (*).
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Adding a New Invoice Line
The new line number is automatically inserted here. You can not change
the line item number.
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Adding a New Invoice Line
After entering data in the line item fields, you will save the new line by clicking on the “Add Line Item” button. Or you can choose to
discard the data (not save) by clicking the “Cancel” button.
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Invoice Line Item Fields
Now let’s review the fields in the line item area in more
detail.
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Invoice Line Item Fields
Line Nbr: This is the line number and is the same as the line number on the PO. Lines are usually numbered sequentially.Supplier Item Nbr: Displays your Item Number if it is available on the PO from your trading partner.Item Description: This is a free-form description of the item as sent by your trading partner on the PO.Ordered Quantity: This is the quantity requested by your trading partner for the line item and is copied from the PO..
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Invoice Line Item Fields
Invoiced Quantity: This is the quantity for which you want to bill your trading partner. Its value is the same as the ‘Ordered Quantity’ on the PO. You can change this value if desired.UOM: This is the Unit of Measure for the line item. For example EA means each. CA means case.Req. Ship Date: This is the shipping date requested by your trading partner for the line item. It is displayed in YYYY-MM-DD format.Actual Ship Date: This is the date that you actually shipped this line item. Its value is defaulted to “Req. Ship Date”. You can change this date if you wish. Use YYYY-MM-DD format.
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Invoice Line Item Fields
Buyer Item Nbr: Displays your trading partner’s item number if it is available on the PO.Unit Price: This is the price for one of your items. It is shown in dollars.Extended Amount: This is calculated by multiplying the invoiced quantity times the unit price. It is shown in dollars.Comments: General comments, if any, for this line item are shown here.
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Invoice Line Item Fields
Fields to the right of the Comments field show you invoice line item fields that are specific to your trading partner. You will
notice different fields displayed here if you use MyB2B for more than one trading partner. Refer to the EDI Guide issued by your
trading partner or contact your CovalentWorks Client Service Manager for further explanation of these fields. Fields that are
blank were not sent by your trading partner on this PO.
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Invoice Summary Fields
Now let’s review the summary fields at the bottom of the invoice. As always, mandatory fields are marked with a red asterisk (*).
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Invoice Summary Fields
Invoice Nbr: Enter the invoice number from your accounting system in this field. You must enter a unique invoice number for each invoice you send - i.e. you can not use the same invoice number more than once. Some trading partners only allow numbers in this field. Invoice Date: This is the date of your invoice date. MyB2B will automatically enter today’s date. You can change the date if want. The format for the date is YYYY-MM-DD.
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Invoice Summary Fields
Most of our clients do not enter or change data in these fields. There may be amounts displayed in these fields that you previously entered in the invoice header area. Please ask your CovalentWorks Client Service Manager if you have questions about these fields.
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Invoice Summary Fields
Sale Amount: This is a calculated field and is the subtotal of the extended prices of the line items on the PO, expressed in dollars.Total Amount: This is a calculated field and is the grand total expressed in dollars. It is calculated as:Total Amount = (Sale Amount) + (Tax Amount) + (Shipping Amount) + (Misc Charges) – (Discount amount)
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Invoice Total Amount
The “Update Total” button must always be clicked before you can click the “Submit Invoice” button below. This is true even if you
did not change any amounts or add any lines. The writing on the “Submit Invoice button will be grayed out until you have clicked
on the “Update Total” button.
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Invoice Total Amount
Clicking the “Update Total” button will update the “Total Amount” with the amount changes and also enable the
“Submit Invoice” button.
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Submit Invoice
Clicking the “Submit Invoice” button sends the invoice to your trading partner. A message will be displayed after
you click on the button. The message will say “the transaction has been sent to the buyer.”
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Submit Invoice
We recommend that you closely monitor your first three invoices. Inform your CovalentWorks Client Service Manager when you send them and check with your EDI partner’s Accounts Payable department to be sure you have successfully followed all of their invoicing business rules. Go to the Search screen to review all of your submitted invoices and see a confirmation of receipt by your trading partner. You can also print a copy of your invoices from the Search screen.
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Options for Other Tasks
We will now review the area at the top of the invoice form that allows you to
go to other tasks.
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Options for Other Tasks
Click on this link to generate UCC numbers for your
shipping labelsClick on this link to go to the
purchase order.
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Options for Other Tasks
Click here to see an on-line help manual.
Click here to log out of MyB2B.
Click here to send an email to Customer Care at
CovalentWorks. Your email will be directed to your Client
Service Manager.
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Conclusion
• Thank you for reviewing the MyB2B Invoice Training Guide.