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Invoices»Managing the Invoice Download …
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Last modified on 5/31/2013 4:09 PM by User.

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Managing the Invoice Download Folder

This document covers the generic OASIS processes for downloading and processing invoice downloads from factories. If your Manufacturer has specific features not covered in this document, contact us for more information, or if there are additional steps requires.

Running a Download

To run order status in a one time download, simply go to the "Invoices" application and from the Tools menu, select "Receive Invoices." The download will start, and you will see a bubble appear near your clock in the Window's tray.

While the download is running, you will not receive notifications until it completes. If you need to check on the status (if you think you missed the notification), you can click on the OASIS icon in the windows try to view the "Session Events" window.

If the Invoice download has completed, you should see a line with the "Action" of "Invoice Download" saying "Download complete." If it is still running, you will not see this item.

Once the invoice download has completed, it will also show the Invoice Download Folder.  (See below)

Processing Invoices

When the invoice download completes, it will attempt to "auto-apply" as many items as it can. This is a term used for when downloaded invoices are automatically created and applied to an order, and the order is updated to reflect the information in the invoice download (i.e., open balances, lines that are invoices vs. uninvoiced, etc.). NOTE: Invoices that auto-apply will have the update and create user of "OASIS"

For the items that it cannot auto-apply, they will be shoved into the Invoice Download Folder. This folder is what appears after the download completes. If you at any time need to view the folder (if it does not show after the download completes, or if you need to return to the information in it), you can show it by going to the "Invoices" application in OASIS, and from the Tools menu, selecting "Show Invoice Download Folder."

 

Once in the download folder, you will see all of the invoices that did not apply to orders in your system.

At this point, you can open the items and view the data that is on them. It will also say if the order was or was not found in your system at the bottom.

To process these items, you can use the tools menu and choose from the following options:

  • Create Matching OASIS Transaction
    • This option will create the Invoice and Order for which it is designated. If the invoice or order already exists in OASIS, you should NOT choose this option
  • Select OASIS PO and Move
    • Allows you to search for the Order manually and move the copy of the invoice to that transaction
  • Move to Related OASIS Transaction
    • Automatically searches for the PO and moves the information to it if it finds it. If not, no action will happen
  • Clean Up (Move to Related)
    • Similar to above, but takes ALL order status in the folder and selects the items it can find automatically

NOTE: In ALL cases above, an attachment is added to the order with the order status information. No OASIS transaction or line level information is processed for the Order. You will still need to go in an manually create the invoice. The only case where the invoices are created and attached automatically to the order is when the auto-apply process is successful.