OASIS allows users to download and process invoice downloads from factories with certified OASIS connectivity that is properly configured. Once downloaded, OASIS will attempt to auto-apply as many items to an order as it can from the download. Orders are updated to reflect the information in the invoice download. Note: if your manufacturer has specific features not covered in this document, please contact customer support for more information.
Running the Download
1. Navigate to the Invoices page.
2. Highlight the needed invoices.
3. Select "Tools."
4. Select "Receive Invoices" to start the download.
5. A notification will appear, stating that the invoices are downloading.
6. Once completed, another notification will appear, stating that the invoices have been successfully downloaded. Note: this may take several minutes.
7. The invoices will appear in the "Invoice Download Folder."
8. To view and process these invoices, follow the steps listed below.
Processing Invoices
1. Navigate to the Invoices page.
2. Select "Tools."
3. Select "Show Invoice Download Folder."
4. The "Downloads" window will appear. This window will display all the invoices that did not apply to orders in your system. Note: notes on the download folder may show "user cancelled" if one of the following conditions apply:
- the distributor ID is null
- the rep ID is null
- the mnfg ID is null
- the user closes out of the "commission or resell" window.
5. To process these items, select "Tools."
6. Choose from the following options:
- Create Matching OASIS Transaction- creates the invoice and the order it is designated for. Note: if the invoice or order already exists in OASIS, do not choose this option.
- Select OASIS PO and Move- allows users to search for orders manually and move the copy of the invoice to that transaction
- Move to Related OASIS Transaction- automatically searches for the PO and moves the information to it if OASIS finds the transaction. If no transaction is found, no action will occur.
- Open OASIS Transactions- scans for a related transaction using the standard procedure by searching for a unique DBID/POID match. If no match is found, OASIS will search for the PO using the PO number, factory, and customer information.
- Compare OASIS Transactions- this option is in the process of being phased out.
- Show Raw Data- shows the data used to build the transaction in the OASIS download folder. The data will be formatted as received from the remote factory data system. Note: this is useful for debugging issues.
- Clean Up (Move to Related)- similar to above, but takes all invoices in the folder and selects the items it can find automatically
Note: in ALL cases above, an attachment is added to the order with the invoice information. No OASIS transaction or line level information is processed for the order. Users will need to manually create the invoice. The only case where the invoices are created and attached automatically to the order is when the auto-apply process is successful.
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