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PartsRec Invoice Workflow

  

  1. Order Parts (no change needed)
  2. Receive Parts (no change needed)
  3. Receive Invoice (no change needed)
  4. Review Invoice
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      • Current Process: The parts department prints and reviews the invoice to verify its accuracy, matching it against the packing slip, purchase order, and/or received parts. This includes checking part numbers, quantities, cost, and any additional charges (taxes, shipping, etc.). If Purchase Order, update PO in DMS.
      • PartsRec: Download invoice from factory site and upload it to PartsRec. Purchase Orders will automatically import once they’ve been invoiced in the DMS. PartsRec automatically matches each invoice line by line to received parts. PartsRec automatically checks accuracy of part numbers, quantities, cost, and any additional charges (taxes, shipping, etc.). If Purchase Order, update PO in DMS.
  5. Approve Invoice
    • Current Process: Stamp factory invoice and manually input all GL coding. If Purchase Order, update PO in DMS.
    • PartsRec: PartsRec automatically completes/approves the invoice once it’s successfully matched to parts and all discounts, adjustments, shipping, etc. have been coded. Automatic GL coding based on the part source without manual input. If Purchase Order, update PO in DMS.
  6. Submit Invoice to Accounting
    • Current Process: Physically turn in invoice into accounting office. If Purchase Order, finalize PO in DMS.
    • PartsRec: Rather than a physical handover, the accounting office exports completed invoices directly as a PDF or PowerPost template. If Purchase Order, finalize PO in DMS.
  7. Variance Error Checking
    • Current Process: Manual month end review, tedious and cumbersome, often only spot checked.
    •  PartsRec: Automated daily reconciliation to replace the manual month-end review. This ensures regular and thorough checking for all discrepancies.