July 11th & 13th 2023, Release Note: Adaco: Assigning Unassigned Tradesimple Invoices, Requistion Totals – Fourth & HotSchedules Customer Success Portal

Summary

Select the release feature from the table below to be taken directly to that section of the release note.

Feature 1

Feature 2

Assigning Unassigned Tradesimple Invoices

The ability to assign a submitted Tradesimple invoice to the appropriate Adaco purchase order

Requisition Totals Including Rates on Approval Tasks

The value of approval tasks in the mobile app will now include the value of requisition rates

Release date for all features: July 11th (EMEA & APAC) and 13th (US) 2023

Assigning Unassigned Tradesimple Invoices

Enabled by Default? - Yes
Set up by customer Admin? - Yes
Enable via Support ticket? - No
Affects configuration or data? - No
Roles Affected: - Adaco users who manage reconciling invoices

What's Changing?

New functionality that allows users to correct incorrect purchase order numbers submitted by vendors in electronic invoices.

Reason for the Change

Occasionally when submitting electronic invoices using Tradesimple a vendor may specify an incorrect or missing purchase order number. This would cause the invoice to not be assigned to the appropriate purchase order in Adaco, preventing it from being matched and processed. This new functionality allows Adaco users to check such invoices and assign them to the appropriate purchase order for processing.

Customers Affected

Adaco customers who receive electronic invoices from their vendors via Tradesimple.

Release Note Info/Steps

User Group Permission

To access this new functionality a user should be in a User Group with the new permission called 'Unassigned Invoices'.

Go to Property > Setup and from the left side menu select User Groups
Double-click the desired User Group
Use the Main Menu drop-down and select Accounting
Enable the permission Unassigned Invoices and then Save

Fig.1 - Applying the 'Unassigned Invoices' User Group permission

Users in that User Group will then be able to access:

Accounting > Invoices > Unassigned Invoices

This will open the Unassigned Invoices screen, which displays any unassigned invoices received from Tradesimple that could not be matched to a specific purchase order.

If an invoice cannot at least be matched against a vendor, it will not be shown on this screen.

Use the Search filters if required
Each unassigned invoice can be expanded (use the + symbol) to show line details
To assign an invoice to the appropriate purchase order, either right-click on the invoice and select Assign or select the invoice row and click on the Assign button

A pop-up will open, containing a list of purchase orders for that vendor that are not already associated with an invoice. The default view will return any orders with a delivery date +/- 14 days from the invoice date.

From and To Date filters can be used to see more purchase orders from the vendor
Use the invoice header and line detail information to identify which purchase order the invoice relates to

Typically the invoice and order values are most useful when identifying the correct order. The example below in Fig.2 shows an invoice and order with the same value of '84.75'.

Select the purchase order to which the invoice belongs and then Assign

The invoice will then route for processing against the selected purchase order as if the vendor had submitted it with the correct purchase order number in the first place.

If any unassigned invoices cannot be assigned to an appropriate purchase order, they can be deleted either by right-clicking the invoice and selecting Delete or by selecting the invoice and using the Delete button.

Fig.2 - Assigning an unassigned invoice to a Purchase Order