FMS5 Invoice Recharge
- mitchell wong (Unlicensed)
- Arthur (Unlicensed)
- Brennan
- Eugene
1. Accessing the Page
To access the invoice recharge page, login to FMS 5 and go to Finance/Invoice Recharge
2. Page Layout
2.1 Campaign List
Shows a list of all campaigns created. Filters are available to assist with finding the correct campaign.
2.2 Invoice List
The invoices are divided up into separate tabs depending on their status.
3. Set up Campaign
3.1 Create Campaign
To create a new campaign, go to the campaign list and click on the "Add New Campaign" button at the top left corner.
Add a Description, Start Date, End Date (Optional) in the Campaign header.
3.2 Add Franchisee
To add franchisees, click "Add" in the lines.
Select a Division and check all the franchisees that are included in the campaign.
Once the correct franchisees have been selected, click the "Add Selected" button.
The franchisees should now appear in the list.
3.3 % Share
Change the % depending on how the invoice amount will be split.
4. Create Invoice
4.1 Invoice Header Fields
Vendor
Select the vendor of the invoice. The vendor list is populated from the vendors in NAV where "Show in Promotion Recharge" is set to "Yes".
Item to Use / Admin Fee to Use
Select the Item to Use and Admin Fee to Use. The list is populated from the items in NAV where "Promotion Recharge" is set to "Yes"
Invoice No/Invoice Amount/Invoice Date/Admin Fee %
Fill in the fields with the correct information.
4.2 Invoice Lines
Franchisees can be added/removed if required. Any additions/deletions at this stage will only affect this invoice, but will not change anything on the original campaign template.
The amount to be charged to each franchisee is displayed. To modify the allocation percentage, change the % Share column. The total % needs to be 100% before saving.
4.3 Invoice File
Click and drag the invoice PDF into the allocated space provided to save the PDF.
5. Functions
5.1 Send for Approval
Once the percentages and amounts are correct, select "Send for Approval".
The fields are now not editable. An email will be sent to the approver.
5.2 Confirm
Once the divisional support has confirmed, the approver will get an email similar to the one shown below.
If all the allocations are correct, click the "Confirm" button. An email will be sent to the finance.
If changes need to be made, use the "Recalculate" feature.
5.3 Recalculate
If recalculation is required, please enter a valid reason in the space provided.
Once the invoice has been re-opened for recalculation, adjust the % figures and repeat the process above
5.4 Export
This will export all the data into Dynamics NAV. If successful, there would be Sales Invoices and a Purchase Invoice created in NAV for processing. This function is primarily done by the Finance team
6. NAV
6.1 Receive an Email
If NAV has successfully imported the data from FMS5, an email similar to the example below will be sent to the finance inbox.
6.2 Web Service Import List
In the "Web Service Import List" page, find the Entry Number that is shown in the email. Double click to open the entry.
The lines section will show all the documents created as well as their status (completed, error, etc).
If there are any lines with errors, the documents will have to be created manually.