Reference Manual Avidxchange Invoice Management System

November 2004 August 2005

Login Instructions

www.avidxchange.com

Click to login

Enter Email Enter Password

Inquiry Users Login = [email protected] Password = srweiner

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My Setup Update User Profile and Change Password You have the ability through your personal profile to see what properties are associated to your login as well as update profile information and manage your password.

Sub Menu To access your profile; click on My Setup on the main toolbar. Then click in the sub menu “Personal Setup”. To update your profile, click the edit button. To change your password, click on the “change password” button.

Associated Properties Also on the profile page are your property associations. Scroll to the bottom of the page and review the properties you are associated to. The association determines what you will see in the search section as well as the reports you receive. If you notice there is a property that needs to be added or deleted, contact Steve Puglielli (x245) or John Famiglietti (x238).

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Notification Avid Xchange can send you an email notifying you that there are invoices waiting your approval. You are able to control when these emails are sent by clicking on “My Setup” from the main toolbar then “Personal Set Up” from the sub menu. Scroll to the “Approval Notification Subscription” section. To manage your notification, simply: Designate the time you want the email to arrive on the line “I want to be notified at”.

Choose from the drop down list on the line “Frequency” everyday or Only certain day of the week. Notice if you choose “only certain day of the week” the screen will refresh and you will need to select which day of the week you want the email to be sent. Once all the information has been filled in, click the “Save” button for the changes to be saved.

NOTE: You do not need the email to manage your invoices. The email notices are simply reminders. At any time you can log into your invoicing software by browsing to https://.avidxchange.com.

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Invoice Search Searching – Finding Invoices On the Home tab you have the ability to search and call up invoices for the properties that you are associated to.

To search, fill in as much information in the search section (see below - Invoice number , Vendor, Date, Status and Property). The more information you enter into the search section, the smaller the return results will be. Once the information is populated, click search.

With your search results you have the ability to create a report if you have report rights. To create the report scroll to the bottom of the page and click on the “create report” button and follow the wizard.

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Approving an Invoice Above the search section , invoices needing your attention will display at the top of the page under “Invoices Waiting for Your Approval”. To access an invoice from this section, click on the blue invoice number.

Once the invoice opens, you can (depending on the permissions that are set): Edit - Code – Approve – Approve & Comment - Dispute - Void – Add A Comment - Print Click Here To View Codes

Click Here to Collapse

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Assigning Codes To view the codes, click on the “Distribution” tab to the left (see above). To view the codes by the description hold the mouse over the magnifying glass. The description will display. To change the code either enter the code or click the magnifying glass to activate the Selection (see page 7) On this form you can enter a key word, then click the magnifying glass to search

To search for the g/l account enter either a keyword or number (note that the search will allow you to use parts of words or numbers). Please note all chart of accounts will be available for selection. Only S.R. Weiner & Associates, Inc. should use the “02” chart, only W/S Development should use the “03” chart and Boylston Construction L.P. should use the “05” chart.

Property Allocation Codes Once the code is assigned, notice the line distribution defaults to 100% of the total being allocated on the invoice. To split the line across multiple codes, change the Amount or Percent and click on “Add Distribution” to add a second code. Continue this process of clicking add distribution until all codes have been assigned.

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Approving An Invoice Approving An Invoice Approval by each person is required for the invoice to continue in the Work Flow. Once an invoice has been managed click the “Approve & Comment” or “Approve” button.

Upon clicking on the Approve button, you will see a message that the invoice has been approved successfully. Approving An Invoice With Comments If you want to approve an invoice with a comment, click on the “Approve and Comment” button. A pop up window will display enabling you to enter comments. All comments will be stored in the Invoice History tab. It is also optional to enter an email address, and the comments will be sent to that address or addresses.

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Approving An Invoice Disputing An Invoice Dispute will allow you to take an invoice out of your approval queue and place that invoice in a separate Disputed queue on the home tab.

Upon disputing the invoice, you will have the ability to send an email to help you with the disputed situation, as well as have that email sent to you by clicking “Copy Me” or the vendor, by clicking on “Copy Vendor”. Note: The vendor will only receive an email though the “Copy Vendor” function if their email address is available on the vendor’s profile. Ask your system administrator for assistance in checking the vendor’s profile.

Voiding An Invoice Voiding an invoice is a permission based feature. Only limited users have the ability to void an invoice. To void an invoice click on the “Void” button. The invoice will be moved to a voided state, and that invoice will also be taken out of its current workflow. Voided invoices can no longer be processed for payment.

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Invoice Tabs Invoice Tab Descriptions Image tab – displays the attached PDF image of the invoice

Vendor tab – Vendors’ related data Data is displayed in edit mode for Users who have edit rights to change vendor assigned to invoice. Use drop down menu to change vendor if necessary.

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Invoice Tabs Line-Items tab – Invoice Line-Items section Electronic invoice created when the invoice is indexed. This information will be populated directly by the vendor through the vendor portal. (Phase II of implementation)

Workflow tab – Workflow related data Users who have edit rights can re-assign the workflow by using the drop down menu to choose the appropriate workflow. If unsure of the correct workflow, use “Workflow Undetermined”. The Property field can also be edited however, this field is used for the invoice search in Avidxchange only. To change the entity that is paying the invoice you must change the property code in the distributions tab of the invoice header. Upon making a change to any field, click Save not approve. Workflow Steps displays and/or highlights where the invoice is in the approval process.

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Invoice Tabs History tab – Invoice history section All changes/processes related to the invoice are logged in the history tab. Data is displayed in view only mode.

Comments tab Area to add comments to invoice history. Once submitted comments can be viewed in the history tab.

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Errors

This is an error message that may appear from time to time. It is not necessary to fill out this form. Usually backing out from the process and repeating it will eliminate this error. If not, please notify Steve Puglielli (x245) or John Famiglietti (x238).