Bulk Invoicing User Guide
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- Kathryn Watts
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1 Bulk Invoicing User Guide
2 Accessing Bulk Invoicing Once you have logged into fmpilot2 and selected the client, you will be taken to your Work Order List View for that client. You need to make sure that all the invoices you are going to invoice are in the PVINV (Pending Vendor Invoice) status. To update the status from In Progress to PVINV, select the work orders by clicking on the box next to the work order number. You will see a check mark appear in that box and an Actions menu appears at the top. In the Actions menu, select Work Complete Submit Invoice. Once all the work orders that you need to invoice are in the correct PVINV status, locate the Work Order menu (at the top right-hand side of the page), and select Bulk Invoicing : 1
3 Accessing the Bulk Invoicing Template Once you ve selected Bulk Invoicing from the Workorder dropdown menu, you will be taken to a screen that will display all the details of the Bulk Invoicing Process: You will click on option (2), shown above to download the Excel template. A sample template is also shown below: Note: You must download a new template each and every time you do your Bulk Invoicing. 2
4 Filling Out the Bulk Invoicing Template After downloading the Bulk Invoicing template, save the Excel document to your computer. You will need to save this as BulkInvoicing and as an Excel file. Any variations to the name of this document will cause the bulk invoice to be rejected. DO NOT change the column header labels. The cells of this template have been preformatted to accept the proper information, so do not adjust the formatting of the cells. Column A is a required field (cannot be blank) and must have the work order entered: PM Column B is a required field (cannot be blank) and must have the date of invoice entered: 12/13/2012 Column C is a required field (cannot be blank) and must have the invoice number entered. Invoice number can be an alpha numeric value: INV45687 No special characters ) are acceptable Column D is a required field (cannot be blank). If there is no labor rate, enter 0.00 Column E is a required field (cannot be blank). If there are no labor hours, enter 0.00 Column F is a required filed (cannot be blank) and must mathematically equal to Column D multiplied by Column E i.e. Labor Rate=50.00, Labor Hours=2, Total Labor=100 If there is no labor hour breakdown such as on contracted amounts, enter Labor Rate as the contracted price (345.75), Labor Hours as (1) and Total Labor as X 1 = 3
5 Filling Out the Bulk Invoicing Template (Continued) Column G is a required field (cannot be blank). If there are no materials, enter 0.00 Column H is a required field (cannot be blank). If there is no tax, enter 0.00 Column I is an optional field (may be blank) and will only have a value for Canada vendors Column J is an optional field (may be blank) and will only have a value for Canada vendors Column K is an optional field (may be blank) and will only have a value for Canada vendors Column L is an optional field (may be blank) and will only have a value for Canada vendors Column M is an optional field (may be blank) and will only have a value for Mexico vendors 4
6 Filling Out the Bulk Invoicing Template (Continued) Column N is a required field (cannot be blank) and must be the accurate sum of columns F, G, H, I, J, K, L, and M Column O is an optional field (may be blank). Only enter a value if supporting documents will also be provided. The Image List value will be the name of the supporting document for the invoice. This is how the system knows which document is assigned to each work order. i.e. PM doc or PM pdf should be entered in column O The same document will also need to be uploaded onto the ftp site along with the bulk invoicing template The Home Depot does not require support documents to be uploaded Column P is a required field (cannot be blank) and should contain a brief description of the service. November PM Service 5
7 Filling Out the Bulk Invoicing Template (Continued) Excel Spreadsheet Check List: Verified that all work orders are in PVINV status Downloaded and saved a new spreadsheet Make sure invoice date does not exceed 180 days Invoice number must be unique Invoice amount is not over the DNE Images listed are named exactly the same as file on computer (ex: pdf) Attachment name does not exceed 30 characters Each attachment is under 1 MB Once the template is correctly and completely filled out, save the document to your desktop. *Remember to name the file BulkInvoicing and save it as an Excel file in order for it to be processed correctly. 6
8 Uploading Documents to the FTP Site To access the folder to upload your bulk invoice spreadsheet, click on the sftp.fmpilot2.com link listed in the Bulk Invoicing instruction screen (above). You will be prompted to log in your vendor code will act as your username and password. (i.e. if your username to log into fmpilot2 is FAC85251AZ\tcarlson, you will use FAC85251AZ as your username AND password in this section.) 7
9 Uploading Documents to the FTP Site (Continued) You will then be taken to the FTP root directory: Go to your View tab in your browser menu, and select Open FTP Site in Windows Explorer : You will then be prompted to enter in your Username and Password again: 8
10 Uploading Documents to the FTP Site (Continued) Click on TheHomeDepot link. That will take you to the Home Depot folder: Open the folder by double clicking on it. Once it s open, simply drag your saved spreadsheet from your desktop into the folder. You ll know it s in there once you see the spreadsheet sitting in the folder: If you have a large amount of attachments to be uploaded, this process may take a few minutes. You should upload all attachments (if applicable) along with the template into this folder. There should only be one Excel template listed in this folder. After the upload is complete (once you see all your documents in that folder), simply close the window and exit out of the page. Once the Bulk Invoice is run, the documents will be removed from the folder. 9
11 Confirmation of Invoice Upload The Bulk Invoicing process starts each weekday at 8am and 3pm EST. The process of completion may take a few hours from these times, and once it s completed, your work orders will be moved from the PVINV (Pending Vendor Invoice Approval) status and into the next status of approval. Summary confirmations are ed to the (s) listed in your distribution list (the same (s) that receive the incoming work orders). You will only receive this upon completion of the process You will NOT receive this if the file was named incorrectly or placed in the wrong folder. If there are any errors encountered during the upload process, you will receive an listing the errors encountered. Sample: For any bulk invoicing issues/questions, please the following to the training department: The error you received A copy of the attachment you submitted The training department address is: training@facilitysource.com 10
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