The invoice details screen contains information and options that may assist in completing invoices. This screen shows information such as invoice/PO number, who issued the PO, the status of the invoice (Relevant Article: Invoice Statuses in PartsRec), the vendor, reference number, the matched and invoiced totals, any notes made on the invoice, and the invoice owner, if assigned.
1.) The top section of the invoice labeled Details contains the following information:
# of Needs Assistance: This will show a current count of need assistance invoices.
Next Invoice: This is two buttons with different functionality. The button with the drop-down menu contains a filter that allows the user to choose which invoices to see next. Invoices can be filtered by invoice status, vendor, type of invoice, whether there are notes, and the invoice owner (if assigned). The second button with the arrow pointing right allows the user to move to the next invoice.
Delete: This button will delete the invoice from PartsRec. Please note, if an open PO is deleted from PartsRec but not voided in the DMS, we will import that PO in again.
Mark as Posted: This manually changes the status of an invoice to posted. If no posting exists, a message will pop up asking if you are sure. Choosing YES will create an invoice error.
Clock Icon: This is the invoice history button. It shows each action completed on the invoice from the time of uploading the factory invoice or the PO being imported from the DMS.
Assign: This option assigns the invoice to either another person in your dealership (with access to PartsRec) or PartsRec support. Assigning to PartsRec support opens a ticket for our Help Desk. The name of the assignee will appear in the “Owner” spot of the Details box. “Save” will only change the owner; “Save and Send Email” will change the owner and send an email notification to the assignee. While only one person can be the invoice owner, multiple people can be CC’d on the invoice.
Edit: This button allows the user to edit certain details about the invoice and leave notes for whomever the invoice is assigned to.
Remainders associated with the invoice total can also be directly allocated from here. If all of the billed lines on your invoice have been matched to transactions or allocated but there is still a remaining amount, you should check the following:
1. Is there freight or a discount on the invoice?
2. If you allocated freight and discounts, are the numbers entered correct?
3. Is the remaining amount an even amount? Occasionally, there might be a false allocation on cores that you need to delete. If this happens, please alert support so we can fix the invoice programming.
4. Not any of the above? Please contact Support, and we will help you out!
If the answer is Yes to any of the above, simply click “Allocate Remainder” and choose the appropriate allocation account from the drop-down menu. If there are multiple accounts to allocate to, you can edit the total of the allocation in the box in the amount column. Once the allocation has been done and the remainder is $0.00, manually mark the invoice as complete, and click the green save button.
2.) The next section of the invoice details screen labeled Matched Items lists any items that have already been matched to the invoice. These will also be listed under the Complete tab on the matching screen. If there are no parts listed here, there is nothing matched yet.
Match Invoice: This button opens the matching screen to reconcile the invoice.
Magnifying Glass: This shows transaction history on any parts listed in the matched items section.
Export: This allows the matched items to be exported into an Excel file.
3.) The Account Breakdown will give a breakdown of any accounts parts have matched to and any accounts to which allocations have been made. Any allocations made will be listed between the “Matched Total” and “Invoiced Total”. The remaining amount is the total that still needs to be reconciled on the invoice. Once this is $0.00, the invoice will be complete.
4.) The Attachments section will automatically include a PDF of the factory invoice. For POs, there will be no upload. However, in the event supporting documentation is needed such as a screenshot of the PO from the DMS or a physical copy of the invoice, choose “Select Files” to upload the file from your computer.
Delete: This deletes the attachment only. If the invoice needs to be deleted, use the Delete button at the top of the page.
Download: This downloads the attachment.