How to Process Electrical Invoices for Premier Property Services in Paperless
PPS Invoices are usually entered by Mark in the warehouse when he receives inventory material. When the material is received, the invoices are saved in Review status. We need to verify the information, change the status to Open and index the invoice. Do not save any invoices in WIP. You they are no longer able to be indexed once saved. Just move down the list if you have to email one or come back later. I go through several invoices in this tutorial. Always look for the invoice first. If the invoice is not entered, search for the PO number. If the PO is in, you can enter the invoice in Sage 100 and index the PDF. If neither is in Sage 100, email to Mark and Mike.
By Rose Gomez
In this guide, we'll learn how to process electrical invoices that are already received in the inventory system. We will review how to use the indexer, check invoice details, update the status, and verify related purchase orders. This process helps ensure that invoices are correctly tracked and any differences are identified.
Let's get started
Processing electrical invoices. These are not entered the same way as Wolcott invoices. These are usually already received by Mark in Sage using the inventory system.
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Every invoice starts with the indexer to see if the invoice has been entered in Sage.
See that this is already saved.
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Type "1660 + Enter"
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Drag here
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When the information backfills, the invoice is in Sage. Click on "7B61916"
I will copy your invoice number.
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Type "Ctrl + C"
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Copy the invoice number from the indexer box. Open Sage 100 and search for the invoice
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Double-click here
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Click on "☐"
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Search for the invoice number in the drop down on 4-2 screen
Change the status to open. Verify the date is 02/05 and the amount is 115.99.
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Click on "Invoice #"
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Past invoice number in the search box
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Type "Ctrl + V"
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Double-click here
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Click on "2 - Review"
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Click on "1 - Open"
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Click here
Okay.
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Verify date and invoice total. Update if needed.
Okay.
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Click here
And...
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Type "0205 + Enter"
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Save invoice
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Go back to paperless and index the invoice.
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Click on "+ Index"
That is completed. The next invoice will pop up with the indexer box
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Type "1660 + Enter"
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Click here
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Drag here
This invoice is not showing as entered. We will check if the PO has been entered.
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Click here
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Drag here
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Click on "172"
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Drag here
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Click on "* Order #"
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Click here
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Type "e260205"
The PO is entered and it appears as follows...
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Type "e260205"
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The PO came up, open the PO and view open invoices associated with it.
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Type "Enter"
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Click on "172"
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Drag "3- Premier"
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Click on "Invoices"
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Drag here
The system thought that a "Z" was a "2"
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Click on "17Z9382"
This system is not always perfect.
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Update the OCR invoice number in Sage Paperless to the correct invoice number.
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Double-click on "17Z9382"
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Go back to Sage 100 and change the invoice status to "Open" check the date and total. Save.
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Click on "ㅁ"
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Double-click on "1729382"
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Click on "1729382"
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Type "Backspace"
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Type "Z + Tab"
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Click on "2 - Review"
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Click on "- Open"
227208.
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Click here
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Click here
25712. 24235.
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Click here
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Type "0206 + Enter"
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Click here
Let's see what the difference is.
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Type "Esc"
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Click here
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Type "Esc"
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Type "Esc"
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Type "Esc"
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Click on "×"
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Click on "No"
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Click here
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Click on "Index"
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Type "1660 + Enter"
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Click here
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Type "Ctrl + C"
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Click here
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Drag here
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Click here
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Double-click on "Payable"
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Click here
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Click here
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Type "Ctrl + V"
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Type "Enter"
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Click here
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Click here
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Click here
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Drag here
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Drag here
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Update any costs that are incorrect. These are typically typos and do not need to be emailed.
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Click here
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Click on "8.34 5001"
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Double-click on "6.0000"
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Click here
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Click on "1.390000"
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Click on "2 - Review"
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Click on "- Open"
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Click here
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Click here
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Total automatically updates if the price is deleted, arrow over and back
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Click here
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Click here
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Click here
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Click here
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Click on "** Index"
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Type "1660 + Enter"
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Click on "7B91053"
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Click here
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Click on "172"
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Drag here
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Click on "* Order #"
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Click here
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Type "e260206"
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Drag here
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Type "Esc"
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Click on "×"
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Drag "7B91053"
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Type "Ctrl + C"
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Click here
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Click on "Send"
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Click here
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Click here
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After searching for the invoice and PO without any luck. Email Mike and Mark to let them know that the information is not in Sage.
115
Click here
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Type "mike mc + Tabmark g + Tab"
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Click here
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Type "Ctrl + V"
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Click here
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Type "I don't see this PO in Sage."
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Drag here
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Click here
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Click on "Х"
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Do not save as an invoice in WIP. Select the next invoice in the Queue.
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Click here
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Type "1660 + Enter"
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Click here
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Type "Ctrl + C"
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Click on "223"
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Double-click on "Payable"
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Click here
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Click on ","
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Click here
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Type "Ctrl + V"
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Double-click here
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Click on "* Status 2- Review"
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Click on "1 - Open"
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Click here
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Click here
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Click here
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Click on "ㅁ"
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Click on "1.0000"
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Click on "5001 - Material 115.99 5001 - Material"
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Click here
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Click here
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Click here
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Type "0205 + Enter"
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Type "Ctrl + S"
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Click on "X"
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Click here
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Click on "* Index"
24112. 24516.