Group Invoice Submission

The Group Invoice Submission page allows a user to submit multiple invoices simultaneously. The main use for this tool is for service provider to bulk submit invoices that are usually of ZERO value (for example, work covered under a comprehensive contract).

Navigate to Service > WO Outstanding > Group Invoice Submission.

Functionality Details

The Group Invoice Submission screen presents a list of invoices eligible for group submission, The user can filter and sort up to 500 invoices and specify the invoices to submit in bulk by selecting the check boxes. The table can display invoices in groups of 15 or 100 according to user preference. The first column of the table presents check boxes which the user must select to indicate the invoices to include in the submission before selecting the Submit Invoices button at the bottom of the page. The system then submits the invoices in bulk while still performing the operations that occur when submitted individually, such as creating relevant history events.

The second column of the table displays a green check mark beside invoices eligible for submission, and a white "x" in a red background beside invoices which are ineligible for submission. The "Submit Invoices" button is disabled when the check box of an ineligible invoice is selected. Selecting the "x" will open a read only pop-up to display the reason why the work order is not yet available for invoice submission. Possible reasons include:

• Fault and Action codes are not present
• Invoice Number is not present
• Work Order has not met the compliance criteria in the case of a CPPM

Update Invoices

Missing data, such as the fault and action codes or invoice number, can be added directly from this table by selecting the check box next to the item of interest and selecting the Update Details button at the bottom of the screen. This selection prompts the display of the Update Fault, Action and Invoice Number pop-up screen, in which the user can enter the required fields and select the Update button to append information to the invoice. Note that any options selected on this pop-up will only update the table if a value did not exist originally. Values selected here will not override existing values in the table.

Once any missing data has been provided, or the work order meets the compliance criteria in the case of a CPPM, a green check mark will appear in the "Submit" column of the table to indicate that the invoice is now eligible to participate in the bulk invoice submission process.

Import Data

Data can be imported by selecting the Import Data button at the bottom of the screen prompting the display of the Import Data pop-up which allows the user to save or submit each row of data and include a work order number. Note that entering values will not override the existing values in the table.

Configuration of functionality

The ability to group submit invoices can be configured to be turned on or off for any role. The ability to import group invoice data on the Group Invoice Submissions screen is a role-resource configuration. It must be individually configured per role.