Ninestars bootstrap 3 one page template

Bulk Invoicing Process

Accessing Bulk Invoicing

*Please note that Bulk Invoicing can ONLY be successfully completed in Internet Explorer.*

Once you have logged into fmPilot2 and selected the client, you will be taken to your Work Order List View for that client.

You need to make sure that all the invoices you are going to invoice are in the PVINV (Pending Vendor Invoice) status.

To update the status from In Progress to PVINV, select the work orders by clicking on the box next to the work order number. You will see a check mark appear in that box and an Actions menu appears at the top. In the Actions menu, select “Work Complete – Submit Invoice”.

Once all the work orders that you need to invoice are in the correct PVINV status, locate the Work Order menu (at the top right-hand side of the page), and select “Bulk Invoicing”:

 

Accessing the Bulk Invoicing Template

Once you've selected “Bulk Invoicing” from the “Workorder” drop-down menu, you will be taken to a screen that will display all the details of the Bulk Invoicing Process:

You will click on option (2), shown above to download the Excel template. A sample template is also shown below:

Note: You must download a new template each and every time you do your Bulk Invoicing.

 

Filling Out the Bulk Invoicing Template

After downloading the Bulk Invoicing template, save the Excel document to your computerColumn G is a required field (cannot be blank). If there are no materials, enter 0.00
Column H is a required field (cannot be blank). If there is no tax, enter 0.00. You will need to save this as “BulkInvoicing” and as an Excel file.

  • Any variations to the name of this document will cause the bulk invoice to be rejected.
  • DO NOT change the column header labels.
  • The cells of this template have been pre-formatted to accept the proper information, so do not adjust the formatting of the cells.

Column A is a required field (cannot be blank) and must have the work order entered: PM-0500000
Column B is a required field (cannot be blank) and must have the date of invoice
entered: 12/13/2012
Column C is a required field (cannot be blank) and must have the invoice number entered. Invoice number can be an alpha numeric value: INV45687

No special characters (#, @, ) are acceptable

 

Column D is a required field (cannot be blank). If there is no labor rate, enter 0.00
Column E is a required field (cannot be blank). If there are no labor hours, enter 0.00
Column F is a required filed (cannot be blank) and must mathematically equal to
Column D multiplied by Column E

No special characters (#, @, ) are acceptable

 

  • i.e. ¡V Labor Rate=50.00, Labor Hours=2, Total Labor=100
  • If there is no labor hour breakdown such as on contracted amounts, enter Labor Rate as the contracted price (345.75), Labor Hours as (1) and Total Labor as 345.75 X 1 = 345.75

 

Column G is a required field (cannot be blank). If there are no materials, enter 0.00
Column H is a required field (cannot be blank). If there is no tax, enter 0.00

No special characters (#, @, ) are acceptable

 

Column I is an optional field (may be blank) and will only have a value for Canada vendors
Column J is an optional field (may be blank) and will only have a value for Canada vendors
Column K is an optional field (may be blank) and will only have a value for Canada vendors
Column L is an optional field (may be blank) and will only have a value for Canada vendors
Column M is an optional field (may be blank) and will only have a value for Mexico vendors

No special characters (#, @, ) are acceptable

 

Column N is a required field (cannot be blank) and must be the accurate sum of columns F, G, H, I, J, K, L, and M

No special characters (#, @, ) are acceptable

 

Column O is an optional field (may be blank). Only enter a value if supporting documents will also be provided.

  • The ‘Image List’ value will be the name of the supporting document for the invoice. This is how the system knows which document is assigned to each work order.
  • i.e. – PM0550001.doc or PM055001.pdf should be entered in column O
  • The same document will also need to be uploaded onto the ftp site along with the bulk invoicing template
  • The Home Depot does not require support documents to be uploaded

Column P is a required field (cannot be blank) and should contain a brief description of the service. (i.e.“November PM Service”)

No special characters (#, @, ) are acceptable

 

Excel Spreadsheet Check List:

  • Verified that all work orders are in PVINV status
  • Downloaded and saved a new spreadsheet
  • Make sure invoice date does not exceed 180 days
  • Invoice number must be unique
  • Invoice amount is not over the DNE
  • Images listed are named exactly the same as file on computer (ex: 030309.pdf)
  • Attachment name does not exceed 30 characters
  • Each attachment is under 1 MB

Once the template is correctly and completely filled out, save the document to your desktop.
*Remember to name the file “BulkInvoicing” and save it as an Excel file in order for it to be processed correctly.

 

Uploading Documents to the FTP Site

To access the folder to upload your bulk invoice spreadsheet, click on the sftp.fmpilot2.com link listed in the Bulk Invoicing instruction screen (above).

You will be prompted to log in – your vendor code will act as your username and password. (i.e. if your username to log into fmPilot2 is FAC85251AZ\tcarlson, you will use FAC85251AZ as your username AND password in this section.)

 

You will then be taken to the FTP root directory:

 

Go to your “View tab” in your browser menu, and select “Open FTP Site in Windows Explorer”:

 

You will then be prompted to enter in your Username and Password again:

 

Click on TheHomeDepot link. That will take you to the Home Depot folder:

 

Open the folder by double clicking on it. Once it’s open, simply drag your saved spreadsheet from your desktop into the folder. You’ll know it’s in there once you see the spreadsheet sitting in the folder:

 

  • If you have a large amount of attachments to be uploaded, this process may take a few minutes.
  • You should upload all attachments (if applicable) along with the template into this folder.
  • There should only be one Excel template listed in this folder.

After the upload is complete (once you see all your documents in that folder), simply close the window and exit out of the page. Once the Bulk Invoice is run, the documents will be removed from the folder.

 

Confirmation of Invoice Upload

The Bulk Invoicing process starts each weekday at 8am and 3pm EST. The process of completion may take a few hours from these times, and once it’s completed, your work orders will be moved from the PVINV (Pending Vendor Invoice Approval) status and into the next status of approval. Summary confirmations are emailed to the email(s) listed in your email distribution list (the same email(s) that receive the incoming work orders).

  • You will only receive this email upon completion of the process
  • You will NOT receive this email if the file was named incorrectly or placed in the wrong folder.
  • If there are any errors encountered during the upload process, you will receive an email listing the errors encountered.

Email Sample:

 

For any bulk invoicing issues/questions, please email the following to the training department:

  • The error email you received
  • A copy of the attachment you submitted

The training department email address is: training@facilitysource.com

 

If you still have questions or need assistance please click on the below button and request help from one of our training/support specialists.

 

 

 

Was this article helpful?
0 out of 0 found this helpful
Have more questions? Submit a request