Introduction
This guide explains how to use the Transaction Manager.
This is an extremely useful tool which will allow Head Office users to search for invoice, credit note and purchase order transactions.
Assumptions
You need to be a head office user with finance permissions.
Where to find this
Click on Finance > Transactions
Step-by-Step guide
Transaction Manager
You can use this search tool by entering invoice / credit references, purchase order numbers or dates. Your reference does not need to be complete, for example if you search for 12345 then the page will return all results containing the numbers 12345 in either the PO number or invoice number.
Simply input the search requirements and select ‘Search’. An example search of the numbers 12345 can be viewed below:
By selecting the Reference field, you will be directed to the Update Transaction screen. This page will allow a user to make any alterations to the transaction. You can edit the date entered, invoice date, supplier and invoice type.
If necessary, amounts and product details can also be edited. Once the updates have been made, select ‘Update Purchase’ to save any changes.
Selecting the first transaction in the screenshot above, an example is shown below.
How Can I Print a Transaction?
On the purchasing transactions page shown in the first screenshot, scroll to the transaction in question and select ‘View’ in the final column.
This will create a new window and display the transaction in full as per the purchase order. A user can then either print or save the transaction as required. An example is shown below:
EDI Approvals
This page will display all transactions that are currently awaiting EDI approval.
Initially, you will be prompted to select the Outlet for which the EDI transactions belongs to. If required, you can simply select ‘All’ to view all approvals.
Invoices awaiting approval will be split into three main categories:
Invoices for Orders Not Booked Off
This shows invoices received from suppliers but the order hasn’t been booked off. You can click into the invoice and click on Book Off. You will be taken to the Orders Outstanding page where you can select the order and Book it Off.
New Invoices Awaiting Approval
Invoices have been received but there isn’t an order to match the invoice against, for example an order may have been placed over the phone rather than created in Orders. You can click into the invoice and either Approve it or Dispute it and request a credit note from the supplier.
Invoices Outside EDI Threshold Awaiting Approval
Your company has a tolerance value set in the system, any invoices received outside of this tolerance will need to be approved or disputed. You can click into the invoice, the differences will be highlighted in red. You can either Approve it or Dispute it and request a credit note from the supplier.
EDI Actions Required
On the transactions landing page, you will be able to view EDI Actions Required box in the top right corner.
This second section shows you if there are any actions required to enable the processing of an EDI invoice which has failed to process.
Simply select the box in question and a window will be displayed documenting the action required.
Details surrounding each invoice that action is required against will be displayed such as references and supplier information.
Most importantly, the message column will inform the user as to why the action is required and why the invoice has not been processed.
One reason an EDI invoice might not have processed is because the account number included in the EDI file hasn't been entered in the supplier record. In this instance you will need to enter it and then click the re-process button.
Another reason is that the account number included in the EDI file is used for multiple outlets and we have been unable to identify which outlet the invoice belongs to because the PO quoted by the supplier is a telesales reference and not a PO number generated in IndiCater. If the PO number was generated in IndiCater we would be able to identify the outlet and process the invoice. In this instance you need to select the correct outlet and the click the re-process button.