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Invoice Error Resolution

Invoice Error Resolution

 

Invoice Error: The tax amount must not be greater than the tax base.

What does this mean? Taxes are more than the invoice total.

Resolution: Correct the tax amount and resubmit the invoice for payment.

Click the WEB/PM link on the Data Stripe to open the Work Order screen.
Click on the ‘Finance’ tab

#1 & #2  

 

Click on the invoice dollar amount to open the invoice.

 

 

Once the invoice loads, verify that the tax amount is greater than the sub-total amount.

 

 

 

Click into the tax field and enter the correct amount. Then proceed to resubmit the invoice for payment.

 

 

 

Submitting an Invoice

From the ‘Invoice’ screen be sure to click the Save icon to be sure the entries are not erased. This will also populate the ‘Actions’ dropdown list and allow you to submit the invoice for payment.

 

Select the ‘Submit Invoice’ option and the status will update to the next status (PCP, PVINVA, etc.)

 

Invoice Error: Additional details not possible for items without an amount.

What does this mean? The vendor billed a zero dollar invoice or the invoice total was submitted in the tax field.

Resolution: Please re-bill with line item detail. For PMs, request a bill with the contracted amount.

Click the WEB/PM link on the Data Stripe to open the Work Order screen.
Click on the ‘Finance’ tab

 

Click on the invoice dollar amount to open the invoice.

 

From the ‘Details’ drop down option, select the line item/type of cost to be entered and then select the ‘Add Item’ button

 

Entering Job Costs – Labor

Labor: Contracted Rates
For Providers with contracted rates loaded into the system.

Select ‘Auto Calculate Cost’
Select a ‘Skill Level’ from the drop down
Enter the number of ‘Hours’ being charged for.
Choose a ‘Rate Type’ from the dropdown.
Verify the correct ‘Cost’ totaled and then select ‘Update’ to save the entry.

 

Select ‘Cancel’ if the entry is incorrect and close the window or simply change the current selected options.

Labor: Non-Contracted Rates
For Providers who do not have contracted rates entered into the system.

Select ‘Manually Enter Rate’
Skip over the ‘Skill Level’
Enter the number of ‘Hours’ being charged for.
Enter an hourly ‘Rate’ amount.
Verify the correct ‘Cost’ totaled and then select ‘Update’ to save the entry.
Select ‘Cancel’ if the entry is incorrect and close the window or simply change the current selected options.

 

Entering Labor Costs – Parts

Enter a “Name” for the type of part

Enter a “Quantity” for this part
Enter a “Brand” name if available
Enter a part “Number” if available
Enter a “Unit Cost” for each part
Enter a “Model” name/number if available
Enter a “SKU” number if available

Verify the correct “Cost” totaled and then select “Update” to save the entry.
Select “Cancel” if the entry is incorrect and close the window or simply change the current selected options

 

Parts Markup

Enter a “Description” of the markup
Enter the an amount in the “Quantity Unit Cost” field
Click “Update” to save the entry

If the DNE is exceeded, the system will populate the below notification to “Please adjust the invoice to be less than the DNE”

 

Job cost line items can be adjusted/edited from the Invoice screen by clicking on either the Pencil Icon or deleted by clicking on the Trash Can Icon

 

Invoicing- Invoice #/ Sales Tax/Description of Work

Invoice Number #
A “Invoice #” must be entered on the ‘Invoice' screen in order to submit the invoice.

Sales Tax
If there is applicable sales tax, it must be entered in the “Sales Tax” field on the ‘Invoice’ screen.

 

Description of Work Performed
All clients require a description of the services performed be entered on the Invoice.

 

Submitting an Invoice

From the ‘Invoice’ screen be sure to click the Save icon to be sure the entries are not erased. This will also populate the ‘Actions’ dropdown list and allow you to submit the invoice for payment.

 

Select the ‘Submit Invoice’ option and the status will update to the next status (PCP, PVINVA, etc.)

 

 

Invoice Error: Posting Key is not defined for tax postings

What does this mean? Vendor put invoice total in the tax field.

Resolution: Vendor entered the invoice amount into the tax field. Re-bill with line item detail in the invoice detail section and to resubmit invoice.

Click the WEB/PM link on the Data Stripe to open the Work Order screen.
Click on the ‘Finance’ tab

 

Click on the invoice dollar amount to open the invoice.

 

Once the invoice page loads, you can verify and change the invoice total populated inside the tax field.

 

Submitting an Invoice

From the ‘Invoice’ screen be sure to click the Save icon to be sure the entries are not erased. This will also populate the ‘Actions’ dropdown list and allow you to submit the invoice for payment.

 

Select the ‘Submit Invoice’ option and the status will update to the next status (PCP, PVINVA, etc.)

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

 

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