When more than one invoice exists for a client, you have the option to combine the invoices in Wordbee Translator so they are one document and then to complete the preparation steps for sending them to the client. This is a three step process: supplier, these documents can be combined (aggregated) in the system to form one single invoice document. This makes it easier to complete the approval and distribution steps as the invoices can be sent as one document and on a predefined timeline such as quarterly or monthly.
To prepare and distribute supplier invoices, you must complete the following three steps:
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Step 1: Aggregate the Invoices
To do so, first hover Hover your mouse over My Company in the Menu Bar and then click on Invoice Production - Suppliers in the provided menu.
Then enter Enter an Effective Date Range or Financial Period and click on Ok. This can be done by clicking on the Calendar Icons or by clicking on the Pick Period drop-down menu and choosing an option.
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Any invoices with an Effective Date in the entered range or selected period will appear as shown below. Here you will see the current status of each invoice, the cost, effective date, and additional information. Next
Next, you will need to click on Aggregate now... This will produce a single document for each client supplier invoice displayed for the configured time period.
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The following pop-up window will appear. This will show the total number of invoice invoices to be aggregated, which does not include any already aggregated invoices or any that have been flagged as not required.
If single invoices are present in the displayed time period, you have the option to aggregate them as well. To do so, click on the checkbox next to Aggregate even if there is just one invoice for a billing company. When finished, click on Ok.
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Once the invoices have been aggregated, the screen will appear as shown below. As you can see, now only one invoice exists for the client supplier (Marketing Gurus Tim Starks in this example). In the Agg. Column, it now displays Aggregation and the dollar amount of the two invoices has been combined.
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After the invoices have been aggregated for one or more clients supplier within the configured date range, you will need to continue to Step 2 - Approving the Invoices. To do so, click on Approve at the top of the screen.
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The Aggregation Column will now show Yes. If previous invoices have been approved, they will appear here as well. To only see the ones that need approval, use the Filter Menu located above the Client Columnthe Supplier Column. Use the checkboxes to select specific documents for approval or simply click on Approve to approve all invoice documents.
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If the settings have not been enabled for invoice auto numbering, you will see the message below next to Invoice number/date. It is recommended to configure these settings prior to approving invoices.
This can be done by clicking on Configure Auto Numbers, which will open a new tab in your browser for viewing and changing these settings.
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Next, click on Edit and then scroll down to the Supplier Invoices section.
Here, you will need to enabled enable Auto-assign invoice number/date upon user click and Auto-assign supplier invoice number/date upon status change, as shown below. To do so, click on the drop-down menu and choose the appropriate selections for these options.
Then type in a format for the automatic invoice numbering. If you need ideas for how this is done, click on Info next to the Number Format drop-down menu. Once finished, scroll back to the top and click on Save.
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You may need to click on Cancel in the pop-up window below and then click on Approve again for the change to take effect. Once this has been done the approval window will appear as shown below. If If Create and attach invoice documents is chosen, a new document will automatically be created and attached for each invoice.
You may also check the box next to Replace existing attachments (if applicable). Then click on Ok and the system will automatically overwrite any existing attachments. Click on Ok to finish.
Now the Status Column will show Invoice Approved. New icons will also appear to show that it is a new invoice document and for viewing the approved document.
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The final step involves distributing any approved invoices to the clientssupplier(s). This can be done by clicking on Distribute on the Client Invoice the Supplier Invoice Production Tab.
Several options are provided for distributing your invoice documents. They may be downloaded and printed, emailed to the clientsupplier, etc. Currently this invoice is configured to be emailed and printed as noted by the Blue Circles under the appropriate columns.
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If you want to change these settings, click on Change Flags... above the Client Columnthe Supplier Column. Here you can change the content style by ticking one of the provided radials. The Send by Email and Print out options may also be changed to one of the following:
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Distributing Documents
You may also click on the Clientthe Supplier or Invoice Number column for the appropriate document to see additional information and view or modify the invoice. Once finished, click on Distribute... (or Distribute, selected... when specific selections have been made) to distribute all listed your invoice documents.
A pop-up window will appear. Here you may perform many actions for distributing the documents including: email, printing, and exporting the selected invoices. If you do not want to create We recommend leaving the Create Excel/PDF print versions the option will have to be disabled (not recommended). An option enabled.
An option is also provided for re-creating and replacing any existing print versions. This is disabled by default and you will need to check the box next to the option to do soenable it.
When finished, click on the X in the upper right corner to close this window. These steps can be used to distribute one or many The following options are provided for distributing invoices to your clientssuppliers.
- Prepare Download - This option can be used to download and print the invoice. Click on Prepare Download and then Finish in the prompt window. Then click on Download Zip File. An option is provided and automatically enabled for excluding any invoices that do not require printedprinting. To disable this option, tick the checkbox.
- Send Emails - This option can be used to send emails to the clientsupplier(s) for each selected invoice. Click on Send Emails and then Finish in the prompt window. Options are provided for excluding any invoices that are not marked for email and any that have already been successfully sent. You can also enter a test email and have the documents sent prior to distributing them to the clientsupplier.
- Download XML - This option can be used to export the documents in XML format for use within another application or for other purposes. Just click on Download XML or Configure Export Formats to make changes prior to downloading the file.
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Another option resides next to the distribute button and can be used to change the status of the document. Click on Finished... to view these options.
Then tick the radial for the desired option in the provided pop-up window and click on Ok when finished. An invoice can be marked as sent, paid, or switched back to approved in this window.
Paid Sent invoices will have an Invoice Paid status and SentSent status, as shown below:
Paid invoices will have an Invoice SentPaid status, as shown below:
