Invoice Approval - Paying Invoices

Transcription

1 Computer Services at Elliott Electric Supply Invoice Approval - Paying Invoices A Guide for Users with Payables Access on ElliottElectric.com

2 Contents Introduction... 2 Contact Us... 2 References... 2 Payables Users Working with Unpaid Invoices... 3 Getting Started... 3 Assigning Approvers... 4 Approving Invoices Directly... 5 Invoice Approval Accounting Code... 6 Approval Complete... 6 Paying Approved Invoices... 7 Offline Payments and Exporting Data... 8 Elliott Electric Supply Computer Services Payables Guide, Page 1 reviewed 9/3/2013

3 Introduction The Unpaid Invoices page on ElliottElectric.com now works in tandem with our new Invoice Approval features. Once invoices are approved, they will be ready for the payables process. Each approved invoice will show who approved it and when. Users with payables access can review approved invoices (as well as ones not yet approved), assign invoices to Approvers, and directly approve unapproved invoices. Once approved, payables users can take invoices through the rest of the payment process. If not paying online, payables users can export all approved invoices within a custom date range to upload to your own system. We store up to seven years of invoice data history on our system. Contact Us Please contact Elliott Electrical Supply s Computer Services department if you have any questions or would like to request a new feature or ability. Our Contact Information: [email protected] phone: References Invoice Approval Setup Guide: User Guide for Approvers only: Elliott Electric Supply Computer Services Payables Guide, Page 2 reviewed 9/3/2013

4 Updated: 9/3/2013 Payables Users Working with Unpaid Invoices Getting Started An individual who has payables access will have the option to view the Unpaid Invoices page. On this page, invoices can be filtered by job account, status, and the assigned approver s name. (Continued on Next Page) Elliott Electric Supply Computer Services Payables Guide, Page 3 reviewed 9/3/2013

5 Assigning Approvers You can assign unapproved invoices to a specific approver. The Assign to Approver button (enclosed below in red) will bring up a separate window where the approver can be selected. There will also be an option to flag the selected approver as the default for the job account that applies to the selected invoices. (Continued on Next Page) Elliott Electric Supply Computer Services Payables Guide, Page 4 reviewed 9/3/2013

6 Approving Invoices Directly If an invoice is not yet approved, you can go ahead and approve it yourself instead of assigning it to an approver. If the list is not filtered, unapproved invoices can be identified by their blank Approved date column. Select one or more invoices and use the Select for Approval button. Elliott Electric Supply Computer Services Payables Guide, Page 5 reviewed 9/3/2013

7 Updated: 9/3/2013 Invoice Approval Accounting Code After you have reviewed the attached documents and are ready to approve the invoice, select the accounting code (if your company requires the use of one) and the dollar total approved (defaults to invoice total). If needed, new accounting codes can be created and added. Approval Complete When an invoice is approved, the information on the header of the invoice will include the approver s name and date. Proceed through each selected invoice until all are approved. Elliott Electric Supply Computer Services Payables Guide, Page 6 reviewed 9/3/2013

8 Paying Approved Invoices Once an invoice has been approved it can be taken through the payment process. Selecting the Pay button will redirect you to our online payment system. Likewise, the Dispute button will redirect you to Dispute Invoices page. (Continued on Next Page) Elliott Electric Supply Computer Services Payables Guide, Page 7 reviewed 9/3/2013

9 Offline Payments and Exporting Data You can use the Export options to or download all approved invoices for a specific date range, which is especially useful when you re not using our online payment system. The first option will export newly approved invoices that haven t been downloaded yet. All of your previous downloads are saved for future access through the second option, Download Previously Downloaded Invoices, shown in the example below. Elliott Electric Supply Computer Services Payables Guide, Page 8 reviewed 9/3/2013