Avis Budget Group Invoice Upload Help Document

Transcription

1 Avis Budget Group Invoice Upload Help Document Avis Budget Group Upload Invoice Help Document 1

2 Table of Contents PACKAGE SETUP 3 ACCESSING UPLOAD INVOICE 4 Accessing the Upload Package 4 Running the Upload Package 4 UPLOADING THE FILE 5 Browse 5 Select File 5 Open 5 Upload 6 Validate 6 Delete 6 Batch ID 6 Status 6 Date Time 6 Source Name 6 Report Log 7 VALIDATION 8 Invoice Type Dropdown Menu 8 Continue 8 Multiple Page Navigation 8 Validate 9 Errors 10 CORRECTION OF ERRORS 11 Loading only the successfully validated records 11 Correcting Errors within the validation screen 12 CONTACTING THE PROBLEM RESOLUTION TEAM 14 Avis Budget Group Upload Invoice Help Document 2

3 Package Setup Welcome to the Avis Budget Group Upload Invoice module! Before the Upload Invoice module is available to you an upload Package must be created specifically for your company. Each package contains the settings and mapping the system will use when your specific invoices are uploaded. If the upload does not match the package s specifications errors will occur. If you have not already done so, please contact the Problem Resolution Team for your initial package creation. A team member will need do discuss with you details of the file that will be uploaded and can answer any questions you may have. Avis Budget Group Upload Invoice Help Document 3

4 Accessing Upload Invoice The Invoice Upload module is accessed via the left tree menu within the Vendor Portal: Accessing the Upload Package Clicking the Upload Invoice button will open the below screen: Running the Upload Package The package created for you will be referenced. Click on Run to enter the module with that package. Avis Budget Group Upload Invoice Help Document 4

5 Uploading the File After clicking Run from the package screen the below screen will appear: Browse Click the Browse button to navigate your computer to locate the file for uploading. Select File Click the file you would like to upload. Open Click the Open button to populate the file in the Upload screen Avis Budget Group Upload Invoice Help Document 5

6 Upload Click the Upload button to upload the file to the server. Once the upload is complete the file will appear below on the upload screen. Validate Please see the Validation section of this document for further instructions. Delete Click the Delete button to delete the file from the server. This option is only available before the file is successfully validated and uploaded into the payables system. Once the validation and upload takes place invoices within the file cannot be deleted via this method. Batch ID A unique Batch ID is assigned to each file upload for identification purposes. Status Each file will display a status message until the file has successfully uploaded to the payables system. The status messages that may display are as follows: 1. Uploaded to file server for validation This message is displayed when the file is uploaded to the server but has yet been validated. 2. Validated and waiting to upload. This message is displayed when the file has been validated but the system has yet to upload to the payables system. 3. Uploaded to destination This message is displayed when the file has been validated and uploaded to the payables system. This is the final status message in the process. Date Time The date and time of the latest status message will display here. Source Name The computer path and name of the file will display here Avis Budget Group Upload Invoice Help Document 6

7 Report Log The Report Log contains the details and complete history of the upload process for the specific file. Avis Budget Group Upload Invoice Help Document 7

8 Validation After clicking Validate from the Upload screen the below screen will appear: Invoice Type Dropdown Menu Either Consolidated or Summary will be available for selection from the dropdown menu. The correct option to choose will be provided to you when the initial package is created. Please make sure to choose the option as provided to avoid errors in processing. Continue Click the Continue button to display the below screen: The screen above displays the file in spreadsheet format detailing each invoice as a row and the invoice information contained in the file. Multiple Page Navigation If the number of records contained in the file results in multiple pages, the First Page, Previous Page, Next Page and Last Page buttons will help you navigate between the pages quickly. Avis Budget Group Upload Invoice Help Document 8

9 Validate Upon clicking the Validate button a new popup will appear detailing the real time progress of the validation and the count of errors as the validation progresses: As the validation progresses, each record will display the results of the validation. Note: Do not close the window via the red X in the upper right hand corner of the window. Once the validation is completed, a completed button will appear for you to click. The column of the record containing the error will also be displayed to help with the correction of the error. In the below example all of the records failed the validation due to Column 1 or Vendor Site ID: The errors are also logged in the Log Changes screen displayed at the bottom of the screen: Avis Budget Group Upload Invoice Help Document 9

10 In this case the Vendor Site ID code contained in the file is not valid for the package. Note: Remember certain information is required in the file depending on the package setup. All required fields and formats will be provided to you by a Problem Resolution Agent during your specific package creation. Many options and rules are configurable for each package so the validation requirements will be unique to your package. Errors After the validation of the file has completed each record will have either passed validation or received an error. The below screens show an example of a record that has passed validation and a record that has received an error. Successfully validated records will reference OK in the error column for that specific record. Non successful records will display the column with the error. Example of a successfully validated record: Example of a Non successful validation: Avis Budget Group Upload Invoice Help Document 10

11 Correction of Errors Records with errors can be corrected via two methods. The file can be uploaded with only the successfully validated records with the intention of uploading the records with corrected errors on a later file or the records with errors can be corrected directly within the file validation screen. Loading only the successfully validated records Once the validation process has completed the Save button will become available to be selected: Clicking the Save button will result in a popup message appearing reminding you records with errors will not upload as the error handling is set to load only successfully validated data: To continue with the load click the OK button. An additional screen will appear detailing the real time progress of the upload: Avis Budget Group Upload Invoice Help Document 11

12 Upon clicking the Completed button you will return to the Upload Package screen. All validated records have now been uploaded to the payables system as electronic invoices Correcting Errors within the validation screen: Records containing errors can also be corrected directly within the validation screen by selecting the field in the column the error is contained. In the example below, row 1 is failing for validation due to column1: The information contained within column 1 can be directly edited from this screen. Click on the field you would like to edit: A new popup window will appear allowing you to edit the field: Avis Budget Group Upload Invoice Help Document 12

13 Edit the information in the field and click the Save button. The row will automatically validate and display the results in the error column. In this example the row has now passed validation: Once all of the rows containing errors are corrected click the Save button to submit the file to the payables system: Avis Budget Group Upload Invoice Help Document 13

14 Contacting the Problem Resolution Team The Problem Resolution Team can be contacted to assist with any Invoice Upload Portal or invoice processing questions. Remember each upload package has been created specifically for your company. Certain formats and key information will be required in each file in order for successful validation. Make sure to verify all files match the configurations and formats provided at the time of the package creation if errors are occurring during the validation process. If additional assistance is needed please see the below methods of contact in their preferred order: 1. Please make sure to include as many details as possible related to the issue. 2. Phone: Thank you for using the Avis Budget Group Invoice Upload process. Avis Budget Group Upload Invoice Help Document 14