User s Manual for the WebBilling Tool Import Invoice Files. Travel Market Industry

Transcription

1 User s Manual for the WebBilling Tool Import Invoice Files Travel Market Industry

2 Foreword Data and design subject to change without notice. Supply subject to availability Copyright Voxel Group. We reserve all rights in this document and in the subject thereof. By acceptance of the document the recipient acknowledges these rights and undertakes not to publish the document nor the subject thereof in full or in part, nor to make them available to any third party without our prior express written authorization, nor to use it for any purpose other than for which it was delivered to him. Copyright Copyright 2015 Voxel Group. All rights reserved. Voxel Group confers upon the purchaser the right to use the software. It is not permitted to reproduce this manual in whole or in part or translate it into another language without our written consent. Trademarks bavel is a trademark of Voxel Group Contacting us If you have questions or suggestions regarding the product or this documentation, please contact our technical support department through the details included under the Help section once you are logged in the Partner portal. A.G. v3.8 Date: 23/11/2015 Page 2 of 20

3 Table of Content CHANGE CONTROL GENERAL OVERVIEW CONNECTIVITY REQUIREMENTS AND INVOICING PROCEDURE USER CONFIGURATION MODULE WEBBILLING MODULE IMPORT INVOICE FILE The Import tab The Imported Files tab Errors CORRECTING ERRORS EDITING AND CORRECTING DUE DATE TYPE ERRORS EDITING AND CORRECTING BOOKING NUMBER TYPE ERRORS INVOICE PREVIEW ERRORS UNABLE TO BE FIXED A.G. v3.8 Date: 23/11/2015 Page 3 of 20

4 Change Control Version Date Task # Change New tel. Voxel details changed. 2.2 New tel. Voxel details changed Error chapter changed Bank account set up changed. Routings added (MTS) Decimal configuration added. Repfee added Version changed ESP to v Added chapter on digit grouping symbol set up. Chapter 5 added (correcting errors). New feature when copying a file to the bavel server net (new icons) Link added to example table with setup menu Added grey icon and discard button to partial imports Repfee note to include Rewe cases Browser Version deleted. Voxel Group Repfee Note Decimal section deleted from user configuration Imported files tab review. A.G. v3.8 Date: 23/11/2015 Page 4 of 20

5 Welcome to bavel, You will find in this document the instructions to issue an invoice using the WebBilling tool and to send it through the Voxel-baVel platform. 1 General overview Voxel-baVel Platform, among other features, provides our clients access to the secure environment: (the access is encrypted and password protected) in order to check transactions or to issue an invoice. 2 Connectivity requirements and invoicing procedure It is required to have an updated web browser in order to gain access to (i.e.: Microsoft Internet Explorer, Mozilla Firefox or Google Chrome). Once you enter the Partner Portal, the WebBilling module is shown on the left menu with two options available: - Create invoice - Import invoice file The Import file form is shown when pressing over the second option. Please contact Voxel if neither the WebBilling module nor any of the options are visible / available. The Import Invoice file window will appear on screen. This data form is used to enter the required data to import a file from a system directory. Once all required data is entered, the importing process will begin. The system will then try processing the invoices contained in the imported file, which will be shown under the Imported files tag if successful. One of three possible status messages or warnings will appear at the bottom of the import invoice file window: - Imports in progress - Partial imports - Fatal errors Each status message and the procedure to import invoices through a file is described under the following chapters. A.G. v3.8 Date: 23/11/2015 Page 5 of 20

6 3 User Configuration module Once in the Partner Portal, choose the User Configuration option from the left-hand side menu as shown on figure 1. Inside the User configuration there are 2 Tabs available: - Authorized user data - Configuration You will have to access the Configuration tag which allows a user to configure the WebBilling import files options for: Decimal separator, the Digit grouping symbol, Field Separator and Date format (figure 2). Figure 1 Figure 2 Under the Configuration window it is possible to configure the Decimal separator, the Digit grouping symbol, Field Separator and Date format fields, for the files used when importing invoices through the WebBilling Import files feature. Please note that the Digit grouping symbol and the Decimal separator must not be the same, the system will automatically change them whenever a coincidence is detected. - Decimal Separator: it allows indicating the decimal separator symbol for numbers with one or more decimals. Selectable between a dot or a comma. I.e.: If the dot is selected: 10.2 to indicate 10 dot 2 If the comma is selected: 10,2 to inidicate 10 comma 2 A.G. v3.8 Date: 23/11/2015 Page 6 of 20

7 - Digit thousands Separator: it allows indicating de thousands separator symbol for bigger numbers (more than three digits). The default symbol is a comma, or none. I.e.: 1,000 for one thousand or Use configuration Checkbox: This checkbox is used to select between a dot. or a comma, for the Thousands separator symbol. In this case the selected symbol will be exchange the selected symbol at the Decimal Separator if equal. I.e.: If the dot is selected, to indicate one thousand If the comma is selected, 1,000 to indicate one thousand - Field Separator: It is used to select the field separator symbol between a comma, or a semicolon ;. This digit cannot be equal to the decimal separator and will be changed if so. I.e.: When the comma is selected: [field 1],[field2], etc When the semicolon is selected: [field 1];[field2]; etc - Date Format: used to select the date format. Selectable amongst: dd/mm/yyyy yyyy-mm-dd dd-mm-yyyy MM/dd/yyyy dd.mm.yyyy yyyy.mm.dd yyyy/mm/dd If the system detects any coincidence, an error message will be displayed together with a warning triangle ( ) and it will not be possible to save the changes. The Modify button allows you to save the changes. A.G. v3.8 Date: 23/11/2015 Page 7 of 20

8 4 WebBilling Module The WebBilling Module is accessible from the left menu of the Partner Portal as shown in figure 3. Figure 3 Within this menu, two options are available: - Create Invoice (This option is described in the User s Manual for the WebBilling Tool - Travel Market Industry ). - Import Invoice file. A.G. v3.8 Date: 23/11/2015 Page 8 of 20

9 4.1 Import Invoice File To upload an invoice you will need to fill in the Sender and Recipient before a file could be uploaded. There are two tags to check the status of any imported files (figure 4): - Import - Imported files Figure The Import tab The data required in the Import tab are described next (figure 5): Figure 5 A.G. v3.8 Date: 23/11/2015 Page 9 of 20

10 - Format: The import format could be chosen from different options displayed in a combo box. - Typically the client will have a specific file format specification. Once a format has been selected, in the table below the window, the system will show a couple of examples of Debit Invoices and Credit Notes that the file must contain (figure 6). If you press the Change your import parameters, the system will redirect you to the Configuration menu (please check chapter 3) to make the necessary amendments. Figure 6 Selecting the baveextendedplus format will get the system to display the button bavel import macro next to the Import button (figure 7). Figure 7 When pressing this button the system will open in a new window an Excel file which contains a Macro to create a.csv(comma delimited) file with the selected format (fig.8). A.G. v3.8 Date: 23/11/2015 Page 10 of 20

11 Figure 8 On top of the Excel file, the default configuration used at the moment by Excel on the local machine, is displayed. This configuration will be used to create the.csv(comma delimited) example file. VERY IMPORTANT: This configuration must be the same as the one configured by the user following the warning link. When the system imports a file will use the bavel Partner Portal configuration which is where this warning link leads you in order to change it if required. As an example, the system has filled in two lines, corresponding to one invoice. Each cell marked in orange/brown color means that the system has detected an error and the content must be modified. In this case on the top right corner of the cell a red triangle will be displayed. When pointing to this triangle with the cursor an error message is shown (figure 9). Figure 9 To create the file you will need to fill in the required files for your own invoice and then press the button Create file on the top right of the Excel file. If an error is detected, the corresponding cell will be marked in orange/brown color waiting to be corrected. If no error is detected the system will allow to save the file in the.csv(comma delimited) format in the user selected location. - Sender: The supplier has to be entered here. By default, the system will use the name of the supplier logged into the Partner Portal. - Recipient: The receiving company of the invoice must be selected. You may select the intended recipient by clicking on the arrow of the drop-down menu which will display all the possible Web-Billing recipients. When the selected recipient is an Incoming Agency the system will display a new drop-down list, described next: A.G. v3.8 Date: 23/11/2015 Page 11 of 20

12 - Company name (figure 10): it is required to select the Company name that is represented by the Incoming Agency. Figure 10 When the selected recipient, is an Incoming Agency or a Company that validates the Representation fee (guides' Discount and commercial collaboration), the following checkbox will be shown: - Set default RepFee % discount per line (figure 11): when selecting this checkbox another field is shown to select the representation discount percentage. This percentage will be applied for each detail line containing a discount. Figure 11 - Office: This field is related to the Recipient field. Once the recipient is selected it is possible to expand a combo box showing all offices hanging from it. - File: A Browser is provided to select the file to be imported from your system. Once a file is selected, the upload of the file to the bavel server system is completed in two steps: In the first step, the file is copied from the suppliers PC to the bavel system servers. This can take some time and the copying process is displayed using an icon with three different states (figure 12): Figure 12 File currently being copied. Press Cancel to stop the copy. Copy failed. The copy process was cancelled or has failed. File copied successfully. The uploading of the file can now start. The second step is the import of the file onto the bavel network. It is at this moment that any general and specific invoice validations of any client in the platform will be applied. The file must have been copied successfully (step 1) in order to proceed with the second step of the file import which is carried out by pressing the Import button. It is necessary to fill in all fields in this tab in order to proceed importing the file using the Import button provided. When a file has been selected and imported, the system will display an interim message: Imports in progress (figure 13) which indicates that the file is already in the A.G. v3.8 Date: 23/11/2015 Page 12 of 20

13 system waiting for our servers to be processed. It will take less than 1 minute before the file is processed. Figure 13 When processing a file, if the system finds that this file contains an error, a new window will be displayed describing the error and the interrupted process. Chapter 5 - Error correction describes the type of errors and the way to check them The Imported Files tab On the Imported Files tab, the Completed imports window is displayed. When no files have been imported yet, or imported files have been automatically or manually deleted, this window will appear empty (figure 14). Figure 14 Otherwise, in the Completed imports window will appear as a list with each successfully imported file and the date when this file was imported (figure 15). Figure 15 Selecting the Delete icon next to a report line, the file will be deleted from this tab. Selecting the Delete import log button will empty the imported files tab. A.G. v3.8 Date: 23/11/2015 Page 13 of 20

14 When required, the line for a particular file can be expanded (using the arrow provided) to display a report of the invoices included within the imported file (figure 16). Figure 16 This report includes an icon to show the status of the file where green will signify a correct status, and grey signifying that the file has been manually discarded (please check chapter 5 - Error correction). When pressing the View tag next to a green status icon, a new window will appear to show the invoice in HTML format (figure 17). The grey icons cannot be edited and will be shown as Discarded. After a few days, any listed files will be automatically deleted from the Completed imports window. Figure Errors There are two types of errors that the system might find when trying to import a file: - Partial Imports - Fatal Errors A.G. v3.8 Date: 23/11/2015 Page 14 of 20

15 Partial imports This sort of error is reported when the system has been able to process some of the invoices included in the imported file, but not all. The Partial Imports window will be displayed listing the files with errors (figure 18). Using the arrow provided next to a file will expand the report to show every invoice in the file and its status (figure 19). Figure 18 Figure 19 A green icon will be used to show the correct status of the invoice. This means that the invoice has successfully been sent to its recipient. When pressing the View tag next to this status icon, a new window will appear to show the invoice in HTML format. A grey icon will be used to show that an invoice was manually discarded by the user. In this case this invoice will not be sent to the its recipient. A red icon will be used to show the incorrect status of an invoice. This means that the invoice failed being imported but could be amended. When pressing the Edit tag next to this status icon, the system will redirect you to the Correcting errors window (please check chapter 5 - Error correction), to edit, correct and resend the invoice if possible. You will be able to delete the invoice if required, by pressing on the Discard button. Then the invoice will be displayed with the grey icon next to it. Once all invoices with red icons have been processed, the file will be moved from the Partial imports window to the Imported files tab. Fatal errors This sort of error will be reported when the system has found a mistake in the uploaded file that requires aborting the process. NO invoice will be uploaded and the Fatal error window will be displayed (figure 20). Figure 20 A.G. v3.8 Date: 23/11/2015 Page 15 of 20

16 This window is displayed for information purposes only. The invoice must be manually amended and resent if required. This report can be deleted using the provided button Erase errors. 5 Correcting Errors In order to correct any errors in an invoice you will need to press on the Edit button next to the invoice (figure 21). Figure 21 This will bring up the window Error List, listing all errors find in the invoice. At present the system will allow you to correct the following types of error: Errors in the Due date field Errors in the booking number Other types of error are not possible to manage using this module. 5.1 Editing and correcting Due date type errors If the error shown is of the Due date type, it will be possible to edit the Due date of the invoice by pressing on the Edit button located on the right of the screen (figure 22). Figure 22 A new screen will appear with the button to Add the due date (figure 23). When clicking on this button a sub-menu expands allowing you to select the expiration details (fg.24). A.G. v3.8 Date: 23/11/2015 Page 16 of 20

17 Figure 23 Figure 24 The following sub-menu fields describe the expiry date: - Date: the payment expiry date of the invoice is required - Payment Method: The payment method is required. This field can be selected by a drop-down menu showing all options of payment method available in the Web-Billing platform (Check, Wire transfer, Promissory note, Cash, Bank note, Direct Debt, Other). - SWIFT: the SWIFT Code is required. - Account: either the account number or IBAN code is required when paying by bank transfer. This field must contain 20 numbers at least. Space and/or dash are allowed. I.e.: Amount: amount to be paid on the date specified on the previous field. Once finished entering the data it is required to press the button in order to validate and/or save changes, and if the system detects erroneous errors, an error message will appear prohibiting the acceptance of the expiry date. The button form again. will delete all the data in the fields of the form allowing one to fill in the You will need to press on the Update button to finish (figure 25). Figure 25 A.G. v3.8 Date: 23/11/2015 Page 17 of 20

18 Following this a new page will show that no errors were found and the corresponding buttons to send the invoice or cancel any changes. If the Cancel button is pressed no modification will be carried out. In the Send button is selected, the invoice will be sent to the Voxel-baVel platform to be delivered to its final recipient (figures 26 and 27). Figure 26 Figure Editing and correcting booking number type errors When the kind of error shown is a booking number, it will be possible to edit them by pressing the Edit button located on the right of the screen (figure 28). Figure 28 When editing and correcting invoices, correctly displayed invoice lines will be displayed with a green icon, whilst any errors will be shown with a red icon (figure 29). It is then possible to edit each line in order to correct the errors (figure 30) using the edit button displayed under the corresponding line. It is also possible to correct all booking numbers in an invoice by selecting the Modify all button (figure 31). Figure 29 A.G. v3.8 Date: 23/11/2015 Page 18 of 20

19 Figure 30 Figure 31 In this example, all errors have been corrected and the changes have been saved, the system will then show the green icon meaning that the invoice was properly corrected (figure 32). Figure 32 When the edition has finished and all errors have been corrected, click the Update button. A new page will appear with a message displaying no errors. Corresponding buttons to send or cancel invoices are shown on this screen. No changes will be carried out if the Cancel button is clicked. The invoice will be sent to its recipient when clicking the Send button (figures 33, 34). Figure 33 Figure 34 A.G. v3.8 Date: 23/11/2015 Page 19 of 20

20 5.3 Invoice Preview While in the process of editing the error (please refer to figures 22 and 28), you are able to preview the invoice in.pdf format when pressing the icon at any time. The invoice will be shown in a pop up window (figure 35). Figure 35 6 Errors unable to be fixed Certain kind of errors (wrong currency, property, etc ) will result in the system showing the error as Unable to fix or in-correctable (figure 36). This kind of error originates when creating the invoice file. To avoid repeating the error, please contact your system administrator for amendments. Additionally, once the invoice is corrected and resent, we suggest deleting the invoice from the blocked documents list to avoid duplicity. Figure 36 You are able to preview the invoice in.pdf format when pressing the at any time. The invoice will be shown in a pop up window. icon A.G. v3.8 Date: 23/11/2015 Page 20 of 20