Reconcile Invoices

This functionality is for the billing of providers who do not have a self-billing contract with the client. A provider can create multiple invoices against any given work order.

You can access this page through Service tab > WO Outstanding > Reconcile Invoices > (Select a WO) > Reconciliation Detail.

Reconcile Invoices table

This table lists the work orders that are eligible for the submission of partial/final invoices (as shown in Screenshot 1).

Black bar filter: The table provides a black bar filter at the top to filter the data by "Category" and "Subcategory". If a user selects a category from the dropdown and selects the "Filter" button, the table will then refresh and list all the work orders associated to that category and all of its subcategories. If a user selects both a category and a subcategory, then the table will list all the work orders associated to the selected subcategory. Another field in the black bar filter is "Provider Type" dropdown, which allows the user to filter the table by External or Internal service providers.

This table will list work orders that are in the following statuses:

  • Assigned
  • In Progress
  • P. Rvw. Pend.
  • Pend Site Review
  • Service Complete
  • Service Incomplete

The table includes the following columns:

Work Order #: Displays work orders for providers who do not have a self-billing contract with the client. Clicking on a value in this column sends the user to the "Reconciliation Detail" screen for filling out the invoice details.

Status: The current status of the work order.

Invoice Logged: This column will have the following three possible values:

  • None: If no invoice has been submitted against the work order
  • Partial Invoice: If only a partial invoice has been submitted against the work order
  • Final Invoice: If a final invoice has been submitted against the work order

Date Completed: The date and time the work order was completed.

WO Type: The type of work order (possible values: Normal, PPM, Quote, Estimate).

Warranty Status: Displays whether or not the work order is under warranty (possible values: Yes or No).

Priority: The work order priority type (Note: this column defaults to Not PPM)

Site & Description: The site number and description for the work order.

Service Provider: Displays the name of the service provider who was assigned for the given work order.

Create multiple invoices for a given work order

Click a work order in the Work Order # column in the Reconcile Invoices table to open the Reconciliation Detail page. This screen is used to create multiple manual invoices for a given work order.

Below are the details for each section of this page.

Accrual Charges

This section displays the current accrual charges defined for the work order. The section is a read-only table, but the user will have the ability to update the accrual charges and add comments by clicking the Update Accrual Values button, as shown below.

Asset Detail

If an asset is associated to the work order, this Asset Detail section will display the bar code of the associated asset and whether or not the asset is under warranty. Additionally, the hyperlink View Detail is available for the user to view more detailed information of the asset and make any updates.

  • If the user has rights to update the asset information, then on selecting the View Detail link, the Asset Detail pop-up will appear for the user (as shown in Screenshot 4). The user is able to update the asset's information using this pop-up.
  • If the user does not have rights to update the asset information, then on selecting the View Detail link, the Asset Detail pop-up will appear for the user and all the fields in the pop-up will be displayed as read-only.

In the case where no asset is associated with the work order, then the Asset Detail section will contain the following message: "No asset is associated with this Work Order."

In the case of a PPM work order, the user will be provided with the following information in this section:

  • Price Per (Site/Work Order/Asset): Displays the PPM item (Site/Work Order/Asset) Prices defined in the PPM Contract. This field will be available only in the case of a PPM PAYG Contract. The label of this field depends upon the item selection when setting up the PPM contract.
  • Non-Tagged Assets: This will be an editable numeric field for specifying the number of non-tagged assets associated with the work order.
  • Tagged Assets: This will be a non-editable field displaying the number of tagged assets associated with the work order. The user can use the "View Detail" button to associate/dissociate assets from the PPM Work Order.
  • Update PPM Charges: This button will allow the user to update the PPM Charges associated with the work order in the resulting pop-up. This button will be available only in the case of a PPM PAYG Contract. In case of a PPM PAYG Contract, the "Edit Accrual Charges" button will not be available.

Click the View Detail button in the PPM Asset Detail section to display the following Asset Detail pop-up.

The Asset Detail pop-up displays the assets associated with the given PPM Work Order. From this pop-up, the user can perform the following actions:

  • Associate Assets: On selection of the "Add Asset" button, the Select PPM Assets pop-up is displayed for the user to select one or multiple assets to associate them to the PPM work order. Once the assets have been selected and saved, the Asset Detail pop-up will reload to display the updated list.
  • Dissociate Assets: To dissociate assets with the current PPM work order, the user can select one or multiple assets using the check boxes in the rows and select the "Delete Selected" button. After selecting this button, all the selected assets will be dissociated from the PPM work order, and this pop-up will reload to display the updated list.
  • Associate Asset to Invoices: The user can associate the assets to the Invoice by using the dropdown for the asset in the "Associated Invoice" column. This dropdown will display the saved partial invoices for the work order as well as a "Current Invoice" option. If the user wants to associate any given asset with previously submitted partial invoices, then the user can select that invoice from the droplist.

Estimate

If a work order in consideration is quote or estimate, then the Estimate and Quote sections will also be available.

If the work order is an Estimate, the Estimate section will be populated as "This Work Order has an estimate opened against it." After selecting the "View Detail" link in this section, a read-only Estimate Detail pop-up appears for the user displaying the charges given in the approved estimate.

Quote

If the work order is a Quote, the Quote section will be populated as "This Work Order has a quote opened against it." After selecting the "View Detail" link, a read-only Quote Detail pop-up appears for the user displaying the charges given in the approved quote.

Recorded Work Order Charges

This section will display the current work order charges recorded by the system for the work order. This is a read-only section displaying various work order charges. The user may click on each charge (Travel, Parts, Labor and Miscellaneous), and the selected charge's pop-up will be displayed to the user showing the details of those charges.

Work Order Detail

This section will be available only in the case of a Non Self-billing Comprehensive Payment work order.

This section displays details related to the contract payment work order. All the fields in this section are read-only.

  • Provider: Displays the name of the service provider associated with the work order under consideration.
  • Contract Name: Contract reference number of the contract for which this contract payment work order was created.
  • Payment Date Range: Payment date range associated with the contract payment work order.
  • Disbursement Amount: Total disbursement amount for the contract payment work order. The Update Site Disbursement button is displayed here and sends the user to a new screen for updating site disbursements associated with the work order
  • Payment Frequency: Payment frequency associated with the contract for which this contract payment work order was created.

Sites included in Current Invoice and Site Covered under this contract

This section will be available only in the case of a Non Self-billing Comprehensive Payment work order.

The Site Covered under this contract section lists all the sites covered under a contract for which the comprehensive payment work order was created. For a site to be included in this section, the un-invoiced disbursement amount shall be greater than zero. Un-Invoiced disbursement amount for a site will be calculated as explained below:

  • Un-Invoiced disbursement amount = Actual Disbursement Amount - Total amount that has been invoiced for that site

The Sites included in the Current Invoice section lists the sites that need to be included in the current invoice. On addition of a site to this section, the disbursement amount will be pre-populated with the Un-Invoiced Disbursement Amount for that site. The user will be allowed to edit this field to indicate the amount being invoiced for the site.

Any given site can be included in more than one partial invoice for the work order.

Existing Invoices Details

This section will display the details of the invoices that have been previously submitted for the work order. This will be a read-only section displaying the previous invoices of the work order.

This section contains the following columns:

  • Invoice Reference #: Displays the invoice reference number provided by the provider for the submitted invoice.
  • Net Total: Net total of the invoice (it is the sum of the Travel, Parts, Labor and Miscellaneous Charges).
  • Tax: Total tax (or VAT) given in the submitted invoice (if the client uses multiple tax rates, it will sum up all the tax amounts provided for each tax rate).
  • Status: Status of the submitted invoice, with the following possible values:
    • Saved: Invoice has been saved but not yet submitted for approval
    • Submitted: Invoice has been submitted for approval
    • Rejected: Invoice was rejected by the approver and needs to be submitted again
    • Approved: Invoice was approved by the approver and will be taken up by the AP Web Service for further processing
    • Cancelled: Invoice was cancelled by the approver (the cancelled invoices will not be used in calculations)
  • Update/View button: The availability of the "Update" or "View" button will depend upon the status of the invoice:
    • If the status of the Invoice is Saved or Rejected, then the "Update" button will be available
    • Otherwise, the View button will be available

Current Invoice Details

This section includes the details to be entered for a new invoice.

The following fields are available in this section:

  • Invoice Reference #: Required free text field to define the reference number for the invoice by the provider (this number has to be unique for the provider).
  • Provider Billing: Required dropdown field with options Partial Invoice or Full Invoice (if a full invoice is provided, then no further invoices can be submitted for the work order).
  • Travel: Optional field to provide the travel charges.
  • Parts: Optional field to provide the parts charges.
  • Labor: Optional field to provide the labor charges
  • Miscellaneous: Optional field to provide the miscellaneous charges
  • Net Total: Read-only field displaying the sum of Travel, Parts, Labor, and Miscellaneous charges

Tax Breakdowns

The following fields will be available in this section.

  • Tax
    • If the client uses multiple tax rates, this will be a read-only field displaying the sum of all tax amounts provided for different tax rates
    • If the client does not use multiple tax rates, it will be an editable field to enter the tax amount
  • Total: Read-only field displaying the sum of the net total and tax amounts.
  • Remaining Accrual: Read-only field displaying the remaining accrual amount for the work order.
  • It is calculated using the following formula: Remaining Accrual = Accrual Amount – (the sum of all invoices excluding cancelled invoices).
  • Date Invoice Received: Required calendar pop-up field to input the date when the invoice was received (this date cannot be in the future).
  • Invoice Date: Required calendar pop-up field to input the date when the work order was invoiced (this date cannot be in the future).
  • Tax Point Date: Required calendar pop-up field to input the tax point date.
  • Invoice Status: Required drop-down selector (with options Saved and Submitted) to indicate whether or not the user wants to submit the invoice for approval.
  • Capitalized Work Order: Required drop-down selector (with options Yes and No) to indicate whether or not the work order needs to be capitalized.
  • Account Code: Required chooser field to select the account code for the work order. This field will be available only if the user has selected No in the Capitalized Work Order field.
  • Capital Expense Project: Required chooser field to select the capital expense project for the work order. This field will be available only if the user has selected Yes in the Capitalized Work Order field.
  • Task Number: Required free text field (depending upon client configuration) to enter the task number. This field will be available only if the user has selected Yes in the Capitalized Work Order field.
  • Task Description: Required free text field to enter a task description. This field will be available only if the user has selected Yes in the Capitalized Work Order field.
  • Reconciliation Comments Required comments field for the invoice.

Partial invoices

Once the Partial invoice has been created in the Current Invoice Details section, it will be presented in the Existing Invoice Details section.

  • If the invoice has been saved but not yet submitted for approval, the "Update" button will be available to the user. Selecting the "Update" button in the Existing Invoices Details section generates the Invoice Detail pop-up for the user to edit an existing invoice. The Invoice Detail pop-up will be automatically populated with the values saved for the existing invoice. After the user makes any changes to the values and selects the "Update" button, the data will be saved in the database, and the corresponding row on the main page will be updated.
  • If the invoice has been submitted for approval, the "View" button will be available to the user. Selecting the "View" button in the Existing Invoices Details section generates the Invoice Detail pop-up, which will be displayed to the user as read-only. The user can view the details but cannot modify anything.

Once the partial invoices have been submitted for approval, these partial invoices will be awaiting approval and listed in the Invoices Awaiting Review page (Service tab > WO Accounting > Process Invoices > Invoices Awaiting Review).

Final invoices

In the case where a Final invoice has been submitted, the user is given a button at the bottom of the Existing Invoice Details section to convert a final invoice to a partial invoice. The Convert to Partial Invoice button is a resource-controlled option. Selecting this button generates a confirm pop-up asking the user about the confirmation: "The Final Invoice has been submitted for this work order. Do you want to convert the invoice to Partial Invoice for further submission of the invoices?" If the user clicks Yes , the work order will be marked as partially invoiced and a history event will be recorded.

Configuration of functionality

The Reconcile Invoices functionality is configured by user role.

The following buttons are resource-controlled and can be configured by user role:

  • Update Accrual Values button displayed in Accrual Charges section.
  • Update button on the Asset Detail pop-up in the Asset Detail section.
  • Update PPM Charges button displayed in the PPM Asset Detail section (this button will be available only in the case of a PPM PAYG Contract and the user has the right).
  • Convert to Partial Invoice button displayed at the bottom of the Existing Invoice Details section when the Final invoice has been submitted.
  • Update Disbursement Amount button displayed on the Work Order Detail section (this button will be available only in the case of a Non Self-billing Comprehensive Payment work order and the user has the right).

Other notes

  • If a provider doesn't have a self-billing agreement with the client, then when the work order is completed, this work order needs to be submitted using the Reconcile Invoices Screen
  • At the time of contract payment work order creation, if the provider doesn't have any self-billing agreement with the client, then the status of the payment work order will be set to "Provider Review" (otherwise it will proceed normally)

Partial invoices:

Partial Invoices information are included in GetAccruals and GetAPInvoices webservices

The following history events will be recorded for partial invoices:

  • Partial Invoice Approved
  • Partial Invoice Cancelled
  • Partial Invoice Rejected
  • Partial Invoice Saved
  • Partial Invoice Updated
  • Partial Invoice Submitted
  • Converted To Partial Invoice
  • Update site disbursement amounts

 

Accruent logo in white text.

© Copyright Accruent 2024Privacy PolicyTerms of UseLegal