Cortex Desktop Training on
Husky Services POs
2 Materials Workflow in Cortex Desktop
Create and submit documents to your Cortex connected Trading Partners.
Create price sheets and templates to save time entering documents.
Get status updates on documents in the system.
Get guidance on your Trading Partner’s documents requirements.
Reduce cycle time on rejected documents.
Standardize your invoicing process.
Cortex does not:
Provide purchasing details, coding
information, or pricing details.
Approve or reject your documents.
Pay or process payment of your Invoices.
Negotiate pricing or services with your
Trading Partners.
Cortex
PO Types
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Services Workflow in Cortex Desktop
Services
Materials
Consignments
Purchase Order
Different Workflow for Each PO
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Services Workflow in Cortex Desktop
Determining PO Type
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The letter next to PO indicates its type.
Hover over the Doc Type column
header to view the tooltip.
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Services Workflow in Cortex Desktop
Services Workflow
Services Workflow Stages
Receive a Services PO.1
Receive Service Receipt
Acknowledgment.3
· Review the PO.
· Perform ordered service.
Create a Service Receipt.2· Use your work ticket to provide details on the
Service Receipt.
· Attach the work ticket.
Create an Invoice.4· Your Invoice is based on accepted Service
Receipt Acknowledgements.
· Without submitting Invoice, you cannot be paid.
Receive Invoice Acknowledgment.5· Accepted Invoice Acknowledgement means Husky
has approved your payment. Expect to be paid
according to your payment terms.
· COMPLETION TIP: When you do not need the
Accepted Invoice Ack in your Inbox, archive it.
6 Optional: If needed, create a Credit
Invoice.· Your Credit Invoice is based on accepted Invoice
Acknowledgement.
· You will receive Credit Invoice Acknowledgement
in response.
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Services Workflow in Cortex Desktop
Getting Familiar with Cortex Desktop
The buttons you are going to use:
Click Refresh to
view any new or
updated
documents.
Service Receipt
Invoice
Credit Invoice
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Stage 1:
Reviewing Services POs
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New POs in Inbox
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Always print a copy of
Husky’s original PO.
Services PO: Full-Sized Electronic Version
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If you missed getting the Husky original PO, you can
click the View Attachment button on the electronic PO.
Double click to open the
PO in a full size window.
Services PO - Elements
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Check the Validity Date to
make sure the invoice
dates are within this set
date. If not Husky will need
to update this for you first.
Services PO - Elements
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Contact this
person with
any questions
about the PO.
Services PO – Cost Objects Tab
POs can be early coded or late non-coded.
View and compare the Cost Objects tab.
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Late Non-coded POs:
The Cost Objects tab is blank.
You need to provide these details
on Service Receipts for that PO.
Early Coded POs:
Details from the Cost Objects tab
will be auto-populated onto
Service Receipts.
Stage 2:
Creating Service Receipts
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A Service Receipt…
16 Services Workflow in Cortex Desktop
…is an electronic description of the
provided service.
…serves as verification and validation of
your charges for the provided service.
…ensures a smooth invoicing process
afterwards.
A Service Receipt does NOT
substitute an Invoice.
Before Creating a Service Receipt
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Render the service and receive a work ticket (stamped and
signed).
No PO in Cortex Desktop?
1. Contact the person who requested the work
or signed your work ticket.
2. If that person is not able to help, contact Cortex.
Double-check the Validity End Date on your PO. If it has
expired, contact the person on the PO and request a
new/updated PO.
Unless instructed by Husky, always use the PO with the
validity date based on when the work was performed or activity
was completed.
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How Many Service Receipts?
You can create multiple
Service Receipts for a single
Line Item – until either the PO
validity date or the Line Item
dollar value is reached.
Create at least one
Service Receipt for
each PO Line Item.
19 Services Workflow in Cortex Desktop
Creating a Service Receipt – Start
1. Click your Inbox folder.
2. Click on Husky Energy
Inc. as your Trading
Partner.
3. In your Inbox, single click
the PO.
4. Click on the Service
Receipt button.
Creating a Service Receipt – Select the Line Item
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If you select the
wrong PO Line #,
the Service Receipt will be rejected.
21 Services Workflow in Cortex Desktop
Service Receipt Form
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Service Receipt Form
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Service Receipt Form
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Service Receipt Form
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Service Receipt Form
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Service Receipt Form
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Service Receipt Form
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Service Receipt Form
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Service Receipt Form
All blue fields are required.
Contact the person listed on the
PO for missing details.
Use the Tab key to go through
all the fields sequentially.
Hover over blue fields to view
tooltips or press F1.
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Service Receipt Form – Approval System
Contact the person listed on
the PO if you do not know
which option to use and/or
the Field Approver e-mail.
Optionally, the person
signing the ticket may be
able to help.
Your Service
Receipt can be
approved in the
Husky
Procurement System
or by
a Field Approver.
For a Field Approver, provide
the email address in this format:
firstname.lastname
Choose the appropriate option.
First.Last
Attach a scanned copy of the
original work ticket, preferably
stamped.
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Service Receipt Form – Attachments
Service Receipts must have a
back-up document attached in
order to be accepted by Husky.
Service Receipt Form – Attachments
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TIPS:
• Only one file can be attached
•To attach multiple documents,
scan them as one file
• Size - not bigger than 4MB
• The attachment must be PDF
•When resubmitting a corrected
Service Receipt, reattach your attachment
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Service Receipt Form – Line Items Tab
Provide a detailed breakdown
of the service, including
labour, materials used, hours
of work, etc.
Your Service Receipt may be
rejected if the information in
the Line Items tab is too
general or incomplete.
Adding Line Items from a Rate Sheet
Line Items can be added manually or from a Rate Sheet.
Rate Sheets can be created by clicking on the Rate Sheet
quick button.
Add items by clicking on the Rate Schedule/Sheet button
on the bottom of the form.
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Adding Line Items from a Rate Sheet
1. Select the Line Items to add from the Rate
Sheets/Rate Schedules window.
2. Click Add.
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Adding Line Items from a Rate Sheet
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The items selected on the Rate Sheets/Rate Schedules
window are added as Line Items on your Service Receipt.
Rate Schedule VS Rate Sheet
37 Cortex Rate Schedule Training
Rate Schedules and Rate Sheets are slightly different.
Both can be used to add Line Items to your Service
Receipts, however the main differences are:
If Husky sets up a Rate Schedule, this replaces using a Rate Sheet.
This is a PO-specific functionality.
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Do I have a Rate Schedule?
If your PO is linked to a Rate
Schedule, you will see
numbers in these two boxes.
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Service Receipt Form – Tax Type
If available Tax Types
are not suitable, select
“Manual” and enter
tax rates.
The default Tax Type
correlates to the
Service Location and
Ticket Date province.
Cost Center/AFE/Work Order/Network/Network Activity pop up
window is automatically populated and grayed out on early coded POs.
Service Receipt Form – Early Coded PO Cost Objects
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Only the GL
Account can
be edited.
Manually added on late non-coded POs.
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Service Receipt Form – Late Non-Coded PO Cost Objects
Check your work ticket for a
stamp or hand-written codes.
If this information does not
appear, contact the person on
the PO.
If necessary, split the cost
between multiple Cost Objects.
Select the REPEAT box to
apply Cost Object details to all
Line Items.
Service Receipt Form – Cost Objects
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Only one Cost
Object type
defined.
On the Line Items tab, the Cost Object # will display as:
The actual Cost Object detail information for Line Items with
only one Cost Object type.
“Multiple” for Line Items split between more then one Cost
Object type. Multiple Cost
Object types
defined.
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Service Receipt Form – Apply Discounts
Enter the discount
percentage in this
column.
Service Receipts with negative
values will be rejected.
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Submitting Service Receipts
All blue fields
are filled in.
The attachment has
been provided. Cost Objects have
been provided.
No negative
values. Calculate, view and
submit.
Stage 3:
Receiving Service Receipt
Acknowledgements
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Receiving SR Acknowledgements - Pending
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You will receive your Pending
Approval Acknowledgement
within 1-3 business days.
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Receiving SR Acknowledgements - Accepted
You will receive your Accepted
or Rejected Acknowledgement
within 5 to 10 business days.
Receiving SR Acknowledgements Service Receipt – Accepted ERS
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If your Service Receipt Acknowledgment is in Accepted
ERS status, Husky has flipped your Service Receipt into
an Invoice for you. No further action is required.
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Receiving SR Acknowledgements - Rejected
Double-click the rejected Service Receipt
Ack to correct the Service Receipt.
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Fixing Rejected Service Receipts
Review the Rejection Reason in the Job
Summary and Rejection boxes
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Fixing Rejected Service Receipts
Make corrections
according to the
rejection reason.
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Fixing Rejected Service Receipts
Reattach the original
back-up document.
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Fixing Rejected Service Receipts
Calculate, view and
submit.
Stage 4:
Creating Invoices
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What and When To Invoice
You can invoice Accepted Service Receipt
Acknowledgements.
Invoice each Service Receipt Acknowledgement
individually or consolidate them on one Invoice.
To be paid in a timely manner and within your payment
terms, invoice as soon as your Service Receipts have
been approved. You must invoice within 30 days of
approval or else Husky may require you to resubmit the
Service Receipt so that it can be reapproved.
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Invoices ensure your payment.
If you do not submit an Invoice you will not be paid.
1. Select Husky Energy
Inc.
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Creating Invoices – Start
2. Click on the
Invoice button.
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Creating Invoices – Select Items
1. Select PO.
3. Click Create
Debit Invoice.
2. Select the Accepted Service Receipt
Acknowledgements to
invoice – single or multiple.
Services Workflow in Cortex Desktop
Creating Invoices – Invoice Form
You only need to provide the
Invoice # and Invoice date.
Calculate, view and submit.
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Stage 5:
Receiving Invoice
Acknowledgements
Invoice Acknowledgement - Accepted
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Husky has approved
the Invoice and
committed to pay.
You will be paid within
the PO payment terms.
Archive the Accepted
Invoice Acknowledgement
when you no longer need it.
To archive, right-click and
select Archive.
Invoice Acknowledgement - Rejected
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Double-click the rejected Invoice
Ack to correct the Invoice.
Invoice Acknowledgement – Fixing Rejected Invoices
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Correct the Invoice…
Review the Rejection reason
Provided by Husky
Invoice Acknowledgement – Fixing Rejected Invoices
63 Services Workflow in Cortex Desktop
… or click Release Tickets to re-invoice your accepted Service Receipts.
When resubmitting a rejected Invoice, use the original
Invoice number unless instructed by Husky.
Stage 6:
Creating Credit Invoices
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When to Credit
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After Husky has accepted an Invoice, you can
credit against it.
Crediting is based on receiving an Accepted
Invoice Acknowledgement.
1. In your Inbox, select the Accepted
Invoice Acknowledgement.
2. Click Credit Invoice.
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Credit Invoice - Start
Credit Invoice – Select Tickets
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Select the tickets to include
in the Credit Invoice.
Credit Invoice – Complete and Submit
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Calculate, view, and submit.
Provide the
Credit Invoice #
and Invoice date.
You CAN edit the
Quantity and Unit Price.
Add “CR” to the
Invoice #.
Credit Invoice Acknowledgements
Received after the Credit Invoice is validated by
Husky.
Check the Acknowledgement Status:
Accepted - your workflow for these services
is complete.
Rejected - fix your Credit Invoice according
to the rejection reason and resubmit.
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Using Service Receipt
Templates
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Using Templates for Recurring Invoices
Templates can be used to minimize data entry
when creating Service Receipts for the same
types of services.
Instead of entering data in each field manually, you
have all the fields automatically populated with
details from the template.
You can save multiple templates and delete
templates that you no longer use.
Templates are saved to your local machine only
and cannot be accessed by other users.
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Creating and Saving a Template
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1. Open a Service Receipt form.
2. Enter the recurring details.
3. Click the Save Template button.
4. Enter a meaningful
name in the Save
Template window.
5. Click OK.
Loading Your Template
1. Open a Service Receipt Form.
2. Select the template name from the drop
down list.
3. Click Yes.
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Deleting Your Template
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1. Open a Service Receipt form.
2. Select the template you wish to delete.
3. Click the Delete Template button.
4. Click OK.
Managing Service Receipt
Drafts
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Saving Documents to the Drafts Folder
You can save unfinished documents in the Drafts
folder.
Documents saved to the Drafts folder can be
completed at a later date or time.
At least one Line Item with price and quantity
need to be entered to save a Service Receipt as
a draft.
Attachments are NOT saved as part of the draft.
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Saving Service Receipt Drafts
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Use the Save and Close button at the bottom
of the Service Receipt form to close your
document and store it in the Drafts folder.
Saving Service Receipt Drafts
If you attempt to close a Service Receipt
without saving or submitting it, a message is
displayed prompting you to save the document
in the Drafts folder.
Select Yes to save the Service Receipt in the
Drafts folder, or No to close the document
without saving.
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Opening and Submitting Your Drafts
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1. Open the Drafts folder in
your desktop.
2. Select the document you
wish to complete.
3. Double-click to open the
form.
4. Complete the details and
submit.
Deleting Service Receipt Drafts
If you do not need to complete a draft, you can delete
it in two ways:
1. Click the Delete button in the Drafts folder.
2. Open the draft and click the Delete button at the bottom of
the Service Receipt form.
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Windows Shortcut Support
For your convenience, Cortex Desktop supports
standard window shortcuts.
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Examples:
Ctrl + C = Copy
Ctrl + V = Paste
Ctrl + A = Select All
Ctrl + Z = Undo
Ctrl + X = Cut
Hotkeys Support
A hotkey is a letter that, when pressed in
combination with the ALT key activates that
button.
Press the ALT key to display the hotkeys for
your forms.
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Finding your Documents in
Cortex Desktop
Search and Filter
Filtering your Inbox allows you to view documents
of a particular type, status and/or number only.
By default, no filters are applied to your Inbox.
Filtering does not affect the contents of your Inbox;
it temporarily hides some of your documents and
displays only those that pass the filters.
Filtering is available on all folders, with the
exception of the Messages folder.
84 Services Workflow in Cortex Desktop
Search and Filter
There are two ways to search and filter the
documents in your Inbox:
By document types and/or statuses.
By the Document Indicator or a document’s specific
confirmation number, document number or purchase order
number.
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Search and Filter
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You are able to combine these search methods, i.e. by searching for a specific
document number or purchase order number with only certain statuses.
Enter the
Search and Filter
criteria.
Click Filter.
Services Workflow in Cortex Desktop
Transaction History Report
The Transaction History report offers various methods
of finding specific documents or their subsets.
In addition to defining the report’s date range, you can
search for documents by:
Document type
Document status
A specific document number, confirmation number or
purchase order number
Archived or unarchived status
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Transaction History Report
To generate a Transaction History report:
In Cortex Desktop, click the Reports menu and
select Transaction History.
An empty Transaction History report is displayed.
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Transaction History Report
89
Enter the
report criteria. Click
Get Transactions.
Print or Export
your report.
Services Workflow in Cortex Desktop
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How to Unarchive Documents
Unarchive Accepted Invoice Acks
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1. To Unarchive your Accepted Invoice Acknowledgment, go to the menu bar.
Unarchive Accepted Invoice Acks
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2. Select Tools.
3. Select Archiving/Unarchiving.
4. Select Unarchive Transactions.
Unarchive Accepted Invoice Acks
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5. Click Include beside the Invoice you want to put back to your Inbox Folder.
6. Click on the Unarchive button. The document will go to your Inbox Folder.
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Summary
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Services Workflow Summary
1 – Review a Services PO. Render the services.
2 – Create a Service Receipt.
3 – Receive an Accepted Service Receipt
Acknowledgement.
4 – Create an Invoice.
5 – Receive an Accepted Invoice
Acknowledgement (Husky has approved your
payment).
Your workflow may be finished at this stage.
6 – Create a Credit Invoice.
Go Live Date
Your Go-Live date for Cortex Desktop has been
provided to you by the Training and On-Boarding
team.
Any documents dated before your automation Go
Live date require a PO to be created and sent to
you by Husky Energy.
All Invoices after the Go-Live date must be
entered using Cortex Desktop.
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Need Help?
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Call us at 1-866-716-6272
Email us at [email protected]
(Monday to Friday from 6 AM to 6 PM Mountain Time)
For additional training materials,
such as the Husky Services
Guide and CBT, please go to
our website:
www.cortex.net
If you’re unable to
remain on hold
please leave a voice
message by
selecting 0 when
prompted. We will
get back to you
within 1 business
day.
Webinars
In order to better support you, we offer
complimentary live webinars for all our
suppliers.
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To register for the next
available webinar:
• Call Cortex Support at
1-866-716-6272
• Email [email protected]
99 Services Workflow in Cortex Desktop
Thank you for
reviewing our presentation!