Unprocessed B2B Invoices Procedures

Unprocessed B2B Invoices Procedures

For RollMaster clients enrolled in B2B Functionality, this menu item will be used to process all electronically generated billing items from participating Vendors. You can select this option from the menu after selecting a Vendor, or from the Vendor Selection box, you can click the “B2B Unprocessed” button that appears below the Vendor ID field as follows: 

This B2B Unprocessed option will bring up a box that lists only B2B Vendors with unprocessed B2B Invoices along with the Number of Invoices for each Vendor as follows:

If you click on and highlightVendor in this list, the Process Vendor button at the bottom of this screen will become available. When you click on that button, the system will display a list of B2B Invoices for that Vendor in an A/P B2B Invoices screen as follows:

When you first enter this screen, the system will automatically sort by the Invoice Number column; however, you can re-sort and search by any of the other available data by clicking on the header of most of the other columns. If you click on another column heading, notice that the Search -1- option will automatically change to that heading and the data will automatically shuffle within the screen. For example, if you click on the Br. (Branch) column, the system will re-sort to display any items with a blank column first and then group all remaining items by Branch ID. Prior to a B2B Invoice displaying in this screen, the system has automatically matched it up to the system generated PO. As long as the B2B Invoice finds a matching open PO in the system, it will be matched automatically. If a P.O. # -2- field is blank, you can manually attach a system PO. Also, all the data you see in these columns is being pulled directly from the electronic Invoice sent by the mill, but you still have the ability to make manual changes where applicable. Those procedures will be explained below. Please Note the B2B-C/M item highlighted above. This denotes a Credit Memo and must be processed manually. Additionally, any Invoice that doesn’t meet standards or has negative values that flag it, will not automatically process. You will have one shot to send an email to RollMaster from this screen to report the issue. Thereafter you will need to contact support directly.

The Received -3- column will display either a “Y” meaning the material has been received on the PO or an “N” meaning the material has not been received. B2B Invoices will appear in this screen as soon as the material ships out from the Vendor, but you can view the data and print out those Invoices prior to the material arriving at your warehouse. However, you must wait until the material is received before you can process a B2B Invoice because of the “Review P.O. History” functionality (explained above in the Manually Enter Invoice section). The Print Invoice -5- button, when clicked, will prompt you to first “Select a Printer” so you can decide whether to print a hard copy or use the Print to Screen feature. The system will then return the cursor to the screen above so you can continue to print or begin processing an Invoice

To begin processing an Invoice, click on the applicable line and then click the Process Invoice -4- button. The system will prompt an A/P B2B Invoice Lines screen as follows:

If a PO is not automatically matched, you can use the Select PO -1- button at the top left to make a selection. Next, in the Appr (Approved) -2- column, if that column does not contain an “M” for Match, it means that during the electronic matching of the system PO Line # to the B2B Invoice, the process found some discrepancy and therefore could not 100% match the PO Line to the Invoice. In many cases, this field will already be set to “M” because the process was successful in matching up cost and quantity information. Any Freight Charges and/or Fuel Surcharge lines are automatically matched up and approved so you will only need to access those lines if a change needs to be made. The Mark Multiple Lines -3- option should remain set to “No” unless there is more than one Invoice line that needs to match up to one PO Line/Receipt. You will note the occurrence of this situation by either viewing the B2B Invoice prior to processing or noting that the same number in the P.O. Line # column appears on more than one line in this screen. Change this option to “Yes” by clicking the On/Off button and you will be able to match two or more B2B Invoice lines to one PO Line during the Process Line Matching to P.O. process (explained below).

On any line needing to be approved, you will click on that line to highlight the line and the Process Line Matching to P.O. -3- button will become available (see full explanation in the next paragraph). The Process Line without Matching to P.O. -4- button should only be used where no system PO exists. The Line Notes -6- option will also become available. These are internal notes that will only appear in this screen and on the B2B Invoice form. The Unapprove Line -7- button can be used if you need to revert a line back to unapproved status to make additional changes. The View PO -8- button will prompt the selected PO in the Purchase Order Maintenance screen.

To begin processing a B2B Invoice line, select a line and click on the Process Line Matching to P.O. -3- button. The system will display an A/P B2B Invoice Line Approval screen as follows:

When you click on a PO Line in this screen, the options at the bottom of the screen will become available. The P.O. Notes -4- and P.O. Line Notes -6- button options prompt the same Notes that can be accessed from the Purchase Orders system and A/P Review P.O. History. You can use those options to review any applicable notes or add to those notes. The View PO -5- button works the same as described above in the previous screen. The PO Receipt Adjustment -7- button option will allow you to make receipt adjustments where applicable to inventory receipts that are not fully tied to a job line. That option works the same as the Purchase Order Receipt Adjustments option in the Purchase Orders system and the same restrictions and instructions apply to this option. 

In the example above, there are two quantity receipts associated with the same PO Line and both need to be marked and approved. In this instance, you will need to use the Mark Multiple Lines feature that is in this screen. If you click the On/Off button to set this feature to “Yes” you will then be able to match these lines to the one Invoice line in the previous screen. Continuing with this example, you will then click on each line in the Select column at the far right to highlight and set that column to “Y.” Once the lines are selected, if you do not need to make any manual cost changes, you will either click on the Accept Invoice Cost -1- option to use the Invoice cost as the approved cost or select the Accept PO Cost -2- option to use the PO cost as the approved cost for these lines. You can then Exit back to the previous screen to continue.

If you need to make any manual cost changes you will click on the Enter Cost -3- button option. The system will display a B2B Invoice Line Cost Entry screen as follows: 

Within this screen, you can click on either the Updated Ext. Cost or Updated Ext. Freight fields to enter a total extended material cost or a total extended freight cost. To save any cost changes you will need to click the Accept button. Click the Exit button to return to the previous screen. At the bottom right of that screen, the system will display the total amount that has been approved and any balance remaining to be approved. For non-material lines, the system will prompt the following: Do you want to approve another amount? If the cost is correct, click “No” or hit enter to continue. If you do need to make a cost change, click “Yes” and the system will prompt an Enter Approved Amount box displaying the current cost. Type in the new cost and hit enter. The Appr column for that line will now display “Y” which means that cost has been approved. Continue with any remaining lines that apply to the current B2B Invoice until all either display “M” for Match or “Y” for approved cost. You should now be ready to click the Process Invoice option to continue posting the Invoice in the RollMaster System. When you click that option, an A/P Open Item Inquiry screen will appear as follows:

In this screen, the system will display the freight allocation information in the Special Charge Lines -1- section just prior to the Invoice being posted. Based on the default Freight Allocation setting in the Invoicing Setup Maintenance screen (explained above) the system will distribute Freight and Fuel Surcharge amounts to each applicable material line as close to the Total Approved Amount as possible. If the difference is slight, you can click the Accept button to continue and the Total Unallocated Amount -2- will be sent to the designated G/L Account that was established in the Setup screen. If you need to adjust the Unit Freight -3- to alter this amount, you can do so from this screen. If there is a positive amount in the Total Unallocated Amount field, when you hit the Accept button, the system will prompt the following: Approved Totals doesn’t match PO Lines, Continue? To continue, click “Yes.” The system will then prompt the A/P Open Item Final Entry screen with all the details that have previously been approved as follows:

You can enter through this screen to make changes to the Posting Period -1- and Reference -3- fields, but for the most part, if the Debits and Credits -4- match at the bottom of the screen, you are ready to hit the Accept button to finish posting this open item in the system. Caution: if you hit the Exit button prior to hitting the Accept button, the open item will not post and the data will not be saved. If the B2B Invoice has terms that differ from the default Terms -2- settings for the Vendor, the system will prompt the following message when you first enter this screen:

Click OK to continue and make changes where applicable. As B2B Invoices are processed, they can be reviewed in the “All Invoices” screen of this module, and they will appear on all applicable A/P Reports, as well as prompt during payment processing per the usual RollMaster System procedures. At the end of the accounting day, if you have added or deleted items in this module, you will need to print an Open Items Adjustment Register—located in the A/P Reports Menu 1 of 2—to double-check your entries. This report also serves as a record for all AP items that were entered for the day. 

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