Streamline Your Billing Process with Fusion Invoice for Facilities

Fusion invoice for Facilities

hi in this topic we will go over Self Service invoices how they can be entered from the supplier portal how to using supplier portal what is a set of requirements we will also create supplier with a contact and username password for the for the supplier and enter invoices through supplier portal and then receive it through payables team to either validate reject or approved that invoice supplier has the ability to perform various invoicing actions suppliers can create invoice he can also view existing invoices and check the status they can also View payment activity if supplier creates an invoice that is not match to a purchase order the invoice is initially recorded in payables as an invoice request and when it's approved by the requestor then at that time that invoice request becomes an invoice pays must validate the invoice before the payment can be proceeded now there are some controls related to selfservice invoices that can be managed from the invoice options page within the setup and the maintenance work area so let's go to system once you log in navigate to my Enterprise setup and maintainance select Financial go to [Music] bables search by manage invoice option go click on manage invoice options go down there is self service invoices part one of the invoices option here is limit invoice to single purchase order if this option is enabled it limits or an invoice to the schedul belongs to a single purchas order if not enabled A supplier can create one invoice for multiple purchase orders another option is allow invoicing back dating now this option lets A supplier enter an invoice for a date in the past if it's not enabled then supplier can only record the invoice with the current data the third option here is allow unit price change for quantity based matches this lets supplier enter a unit price on an invoice that is different from the unit price on the purchase order you can also assign certain parameters for these options you can set the values as low price decrease only price increase only or an option that includes both price decrease or increase this is the options set up for our self service invoice one more part thing here let's come back to setup click cancel go to procurement to check that the supplier border is enabled go to suppliers check change vure optain supplier invoice processing suppliers payable payment and procurement Self Service procurement receiving all of this enabled I will click okay go to supplier portal change feature optin here supplier border is enabled so this is another setup prerequisits that you have to enable as a feature optain in procurement supplier Port now let's come back to the slide using supplier bter suppliers can create and save invoices they can also update invoices before submitting them for processing this allows supp suppliers the flexibility to create an invoice and if needed save it to then come back and make changes to it later barrior to submitting it for processing there are various action options that supplier can take in the supplier portal on the saved invoices suppliers can delete an invoice they can cancel it they can recalculate tax or instead of deleting the whole invoices they can delete a specific line on the invoice when a supplier selects the option to delete an invoice that invoice is removed from the application and it can no longer be quered when supplier selected the cancel invoice option all the invoice amounts are set to zero the invoice cannot be edited or submitted for processing subers also have the option to recalculate the tax before submitting the invoice for further processing suppliers can modify the invoice data and recalculate the taxes on that invoice the final option is to delete an invoice line so for example before the invoice is submitted for processing if it's identified that one of the invoices lines was recorded by mistake and needs to be removed suppliers have the flexibility to delete the invoice line without affecting the other lines on the invoices we will go over additional features related to supplier bort and invoicing features such as editing editing rejected invoices approval actions for payable users cancelling standard invoice requests and the ability for payable supervisors to cancel unsubmitted invoices let's start with the ability to edit rejected invoices suppliers users can now edit and resubmit invoices that are rejected by the approval users during the invoice request approval process these invoices display invoice type as standard invoice request the status is rejected when the invoice request status is rejected when accessed by the supplier user the invoice opens in the edit mode this allows the supplier user to make necessary changes based on the rejection commands provided by the approval users after appropriate edits are made the supplier's user can resubmit the modified invoice for review and processing keep in mind that there there is a major difference when the invoice request approval process is rejected by an approval user versus the system when the invoice approval request process is rejected by an approval user only supplier users can edit the invoice from the supplier portal and submit the invoice payable users cannot edit them on the other hand for those rejected by the system only payables user can resubmit them suppliers users cannot edit and resubmit them from the supplier p in addition payables users can resubmit system rejected invoices only in the online mode as resubmission is not supported through the initiate invoice approval orow program now let's discuss approval actions that are available to payable user when they receive a standard invoice request that says supplier portal invoices that are not matched to a purchase order when the approval for a standard invoice request is in progress or to be exact the approval status on the invoice request shows up as initiated approval users can perform actions similar to those actions taken in the standard invoice approval processes they can elect to withdraw resubmit Force approval so let's discuss each of these options in a bit more detail let's start with withdraw payables user can withdraw the invoice request workflow on unmatched supplier portal invoice on withdraw of the approval the approval status will be stemed as withd Dr and the invoice status will be changed to bending import there is also the option to resubmit the resubmit action is only allowed for an invoice request that was previously withdrawn or rejected the resubmit action is allowed only in the online mode another option is Force approve Paya users can force approve an invoice request workflow when the approval is still in process or is rejected or even withdrawn on Force approval the status is in process keep in mind that the force approval is considered a secured action and it requires the payable user to have the security privilege called Force approve payable a invoice in order to complete this action next we are going to talk about the cancellation of a standard invoice requests you can cancel supplier portter invoices when the invoice request approval is in progress on cancellation of the standard invoice request the invoice request approval process is automatically with drawing the invoice status is updated as cancelled in both the FST and the supplier portal so the supplier user can then see the canell status on their end as well in addition the invoice amount changes to zero and the taxes are reversed the final feature as indicated here is the ability to cancel unsubmitted invoices a payable supervisor can identify and then cancel in delete unsubmitted supplier portal invoices either by quering the invoices in the manage invoices page or by running the period close exceptions report these features help reduce delays and improve supplier portal management without having to contact supplier users if you have a requirement to get the attachments for the invoices that are entered through the supplier portal then and additional option has been made available in the manage invoice options page to require suppliers to provide attachments for invoices created through the supplier portal in addition URL attachments can be specified when creating supplier invoices using Create invoices from a spreadsheet as well note the required attachment feature will apply to both p match then unmatching invoices created in the supplier portal we will now summarize what we have learned we have learned the setup requirement also we have understood the supplier mod model we have discussed component attributes to for what is the actions supplier can take what is the actions Tak by payable users how to edit rejected invoice the approval actions for payables users cancel standard invoice request cancel unsubmitted invoices and next we will discuss about the component and the attributes that you can capture while defining supplier site supplier contact how to login by supplier contact contact username and password how how to reset the password for the supplier contact how to enter invoices how to receive invoice how to take action on the depends on the some actions they reject or withdraw or submitted or validated uh once you received from supplier portal this is way you will see in the next video thanks for watching