--- title: "Invoice Manager" canonical: "https://flagshiphelpcenter.myekos.com/space/EHC1/3193668214/Invoice%20Manager" format: markdown --- [bulk fuel help] # Invoice Manager EKOS provides a dashboard that is specifically built to the accounts payable teams to manage the fuel A/P invoice process from end to end. The user can click on each workflow stage and a Grid will appear with all the invoices that are in that stage. ![image](media://ce31583c-9f89-4a19-977e-0d1b3c2bcac6) The Invoice Manager screen shows the entire WORKFLOW of invoices including all Deliveries that can be matriculated into the Invoice stream. Each stage of the workflow can be clicked on to filter the grid section. As you change the status of a delivery or invoice the stats in the stage boxes will update with a current count of invoices at that stage. EKOS begins the workflow by showing the “Deliveries” stage to provide the accounts payable team with the ability to see the queue of orders that have been received. Users can view invoices from the grid and move through the workflow by changing the status. Once an invoice is at a “posted” status, EKOS can setup a file integration with your account system. Standard users will have access to the following grid views: all invoices, incomplete, and posted. --- ### *Deliveries* This stage shows all the order requests that have been delivered to a site but do not have a corresponding invoice yet. From the grid view you can click on a delivery to view it and manually attach an invoice to it, change its status, or research the delivery details and items. *Next Action*: Use EKOS’s tools to correct any delivery entry errors so the invoice approval and posting process goes smoother. Working with your sites to get Delivery Entry data entered correctly will save a lot of time and money. For example, you can see from the Delivery Grid which deliveries might have a variance between your ATG and what the site operations team entered into EKOS from the BOL paperwork. --- ### *Incomplete* The incomplete stage shows all invoices that a user saved in EKOS but did not have enough data to complete the invoice entry. Essentially the user saved their work and put the invoices status to incomplete so they could come back later to finish the entry. Also, for Invoice Audit feature users (an EKOS upgrade), these incomplete invoices have not been run through the EKOS error checking and variance calculator. *Next Action*: Look at each invoice and find any missing data points. If you are an Invoice Audit user, run the error and variance calculator and based on the results apply the correct workflow status to the invoice. --- ### *Rejected* The rejected stage shows all the invoices that have run through the EKOS error and variance engine and have failed to be within the acceptable tolerance. The rejected stage will only show for Invoice Audit customers. *Next Action*: Click to view each invoice and research the variance EKOS has found. Enter reason codes, write adjustments, and add comments as you balance the invoice. You can rerun the error and variance engine again and after you have the invoice balanced or to an acceptable state, update the status accordingly. --- ### *Disputed* The disputed stage shows all the invoices that you have flagged as disputed because you have formally made a dispute with your supplier(s). Typically, after a dispute, the supplier will send a corrected invoice (“Credit/Rebill”) that should match up to the invoice you have at a disputed status in EKOS. *Next Action*: If the supplier has sent a credit/rebill then you will process the disputed invoice according to EKOS’s protocol for credit/bill. Otherwise click to view each invoice. Enter reason codes, write adjustments, and add comments as you balance the invoice. You can rerun the error and variance engine again and after you have the invoice balanced or to an acceptable state, update the status accordingly. --- ### *Credit-Rebill* The Credit-Rebill Stage shows all the invoices that have been identified as part of an original/credit/rebill set, either manually by the user or during the automated matching process. *Next Action*: This grid is organized by delivery. Click on a delivery to expand and view the associated invoices. Determine what should happen with each invoice. If the original invoice was not processed, you may be able to just VOID the original and credit and POST the rebill. If the original invoice was processed, you will likely have to POST both the credit and rebill. --- ### *Approved* The approved stage shows all the invoices that you have marked as approved or that EKOS automatically marked as approved since the invoice was within tolerance and didn’t have errors. *Next Action*: User this grid as a final review tool before you change the status of each invoice to “posted”. Click the check box beside each invoice to denote that you are ready to post. Then click the button to “post all checked invoices” to have EKOS change the status and move these from this grid to the posted grid. --- ### *Posted* The posted stage is the final stage in the workflow and shows all the invoices that you have marked as posted. The grid below will show all the invoices you have posted today by default and the static above will help you keep track of how many you have completed today. If you want to look back historically then you can use the date range selector above the grid to expand your search. Congratulations! Getting invoices to this stage is the goal. *Next Action:* EKOS will perform any next action from here such as sending a file to your accounting system.