TABLE OF CONTENTS
- Accounts Payable App
- Why Change
- Accessing the Web App Portal
- AP App Main Screen and Navigation Menu
- AP App Invoices
- Adding a New Invoice
- Coding an Invoice
- Submitting an Invoice
- Approving an Invoice
- Batching an Invoice
- Workflow Routes
- Mobile AP Approval App
- Frequently Asked Questions
Accounts Payable App
The Accounts Payable App is Enertia’s enhanced alternative to the existing Transaction Workflow. The main goal of the AP App is to simplify the day to day invoicing tasks of coding, approvals and batching, while giving it a sleek and modern design. Users can quickly add or import new invoices, view and attach images, assign, approve and batch - all with a simple click of a button.
Enertia is committed to improving the user experience with our software. With each new version, we are releasing more web apps which are easier to use and focused on the user’s job function.
Benefits of the AP App
- Quicker and easier data entry
- Automatic coding validation
- Dashboards for coders, approvers and AP managers
- SSRS reports for enhanced reporting and analysis
- Discount notifications
- Drag and drop image attachment
- Integrated workflow with Enertia Workflow Engine
- Customizable workflow routes
Technical Requirements for Running the AP App
- A dedicated machine to run Enertia Services
- A dedicated machine to run Enertia Workflow (separate from the above machine)
- A new SQL database for the Workflow Engine
- Valid SSL certificates to secure the services
- Google Chrome on client machines
- Test environment which could require additional machines
Accessing the Web App Portal
Users can access the Enertia Web App Portal by entering in the web address in Google Chrome. The user will be prompted to enter their Active Directory email address and password then must select an Enertia database to connect to.
Alternatively, the user can select the new Web Apps button from the main Enertia menu to be taken to the portal.
The Web App portal page loads with all of the Enertia Apps that the user has rights to access. To open an App, simply click on the tile.
AP App Main Screen and Navigation Menu
The components on the main screen of the AP App, as well as on every web based Enertia app, are as follows:
- Main Portal Applications page - will display all available web applications
- Navigation Menu
- Quick Search
The Navigation Menu allows the user to jump from the Dashboard page to Invoice Entry/Processing and to the Settings page. Clicking the highlighted icon at the top expands and collapses the menu.
The Dashboard page of the AP App will load by default. The Dashboard button will always bring the user back to the default screen. This page displays current invoice specific KPIs (Total Invoices, Invoices w/Discounts, Overdue Invoices, Invoices w/Errors, and Approved Invoices), an ‘Invoice Status by Due Date’ data chart/grid, and an ‘Invoices by Status’ pie chart. The user can click on any of the KPI numbers along the top section to be directed to that specific list of invoices. The same option is available for the ‘Due in # Days’ notes.
The Invoices menu button takes the user to the list of all invoices. The invoices can be filtered by Desk using the Desk drop-down list.
The Settings menu button allows the user to specify which folder path the AP App will use as the default for invoice images as well as the folder location of the AP App’s SSRS report list.
The Reports menu button provides a list of SSRS reports that have been linked to the AP App. Each customer can tailor the list of SSRS reports that are visible in the app.
The Search field requires the user to type at least 3 characters into the field before a drop-down will appear with matching information. The search does a Find Containing in the Vendor Name and Invoice # fields. The drop-down will list the top five results of invoices with high level information.
If the desired result is in the list, the user can select it. If not, the user can either click the ‘See All’ option at the top or hit the Enter key to load all search results in the grid. Once the review is complete, the user can click on the ‘x’ within the Search box to clear the search results and reload all invoices.
AP App Invoices
The Invoices page defaults to show all invoices that have been created within the AP App, regardless of the status or desk. Users will only be able to add and edit invoices on the desk(s) they have access to (based on the Desk Setup form in Enertia core). Invoices shown in the AP App are separate from the invoices entered in Enertia Txn Workflow. You cannot view Txn Workflow invoices in the AP App.
Invoice Grid Columns
The following default columns have been set for all users: Status, Errors/Warnings, Vendor Name, Invoice #, Invoice Date, Invoice Amount, Discount Date and Image. However, the user can add, remove, and rearrange columns (except for Status and E/W). To rearrange columns, the user can simply click and drag the desired column left or right. To add or remove columns, the ‘Columns’ sidebar can be expanded and the user can check or uncheck any of the available columns in the list.
The Status column has been pinned to the grid, meaning the user is unable to rearrange this column. The information icon in this column header will help the user to quickly see where the invoice is in the process. Also, when the user hovers over a Status icon, a tooltip will appear letting the user know what the Status icon means.
The E/W column will let the user know if the invoice in the grid has either Errors or Warnings on the Header or Details. If an invoice has both errors and warnings, the Error icon will appear. The red circle with an exclamation point icon represents Errors, while the orange triangle with an exclamation point represents Warnings. To review the Errors/Warnings, the user will need to click on the Error or Warning icon in the grid. A ‘drawer’ will open on the right-hand side of the grid listing the Errors and Warnings. The blue circle with an exclamation point icon is another way to open and close the Errors and Warnings drawer.
Vendor Name Column
The Vendor Name column includes several features. If a vendor’s entity header or vendor attribute is inactive, the vendor name is shown in a red, italic font. The user can also hover over a vendor name and a tooltip is displayed. The tooltip shows the vendor code, whether the vendor attribute is active or inactive, the payment type, and the payment terms for the vendor.
Invoice # Column
Clicking on the invoice number in the grid will take the user to the coding details screen. Once on the coding details screen, there is a crumb-trail back to the Invoices view. In addition, there is a summary of the invoice header and an Edit button in order to make changes to the invoice header.
Discount Date Column
If an invoice has a discount available to be taken, there will be a discount date in this column. There are three colors to help provide insight into the discount status. The green font means there is still time to take the discount. The yellow font means there are 4 days remaining to take the discount. The grey font means the discount has expired and can no longer be taken. Hovering over the discount date in the grid will show a tooltip that displays the discount date and amount.
The Image column will always be the last column in the grid even if more columns are added to the view. Image icons that are grey mean that the invoice in that row does not have an image attached. The blue image icon means that an image is attached. To view the image, click on the image icon and the image drawer will open. Additionally, the image drawer can be closed by clicking on the blue image in the grey bar.
There are additional options/icons within the Image drawer, and as you hover over them, a tooltip will define them. The first icon on the left will pop the image out into a separate internet tab. To get the image to return to its original location, simply close the separate internet tab and click on the Image icon to open the drawer. The second icon from the left is used to attach additional images, while the third icon will delete the current image that is showing. On the right side is a counter that shows how many attachments there are, while the arrows navigate through the multiple attachments.
Adding a New Invoice
To add a new invoice, click on the “Add New Invoice” button in the top right of the screen. The user will be routed to the invoice header screen.
The first time entering an invoice header, the user will have to populate the Corp, Transaction Type and Desk fields located in the box on the right-hand side. The Accounting Date defaults to the current month. After making these selections the first time, the app will remember the selections and populate them on the next invoice header that is added.
Once the fields in this box have been populated, the user will enter the rest of the header information. The Vendor field is a quick search field that allows the user to start typing the name or code of the vendor and a drop-down will appear with matches to choose from. If there is only one address, it will be populated automatically. If not, the user must tab to the address field and select the appropriate address.
If the user has a Doc Ref No and/or Group No to populate, they can click on the blue lettering to expand that section.
The Invoice Date and Received Date fields will automatically be populated with the current date but can be changed if needed. The Due Date field will be automatically updated based in the vendor’s payment terms from Enertia core. If the selected vendor has a discount set up in Enertia core, then the Discount Date and Discount Amount fields will also be automatically populated.
The Separate Check for Invoice and Payment Special Handling fields will default based on the settings in the vendor attribute but can be overwritten here.
After all fields have been populated, the Save button can be used to save the header record. There are three save options available in the drop down list. The ‘Save’ option will save the header and take the user to the coding details screen. The ‘Save & New’ option will save the header and clear the form so a new header can be started. The ‘Save & Copy’ option will save the header and refresh the screen to remove only the Invoice No. and Amount fields. Also, the form will remember the user’s previous “save” selection and update the button to reflect this.
Coding an Invoice
There are two ways to apply coding to an invoice. The user can use the ‘In-Grid’ coding or open the ‘Data Entry Drawer’.
In-Grid coding can be started by clicking ‘Add New Line’ under the column headers. The focus will be put on the first coding field of Account/Billing Category, and any recently used codes will appear in the drop-down. The user can utilize the keyboard by selecting the arrow keys to navigate through the drop-down list of codes, tab to the next field, or start typing part of the code or name to search.
There is also an Advanced Search feature in the drop-down list. This feature opens a pop-up with more in-depth search/filter options for both Billing Categories and Accounts. This same feature is available in the ‘Property’ field.
Once all required fields have been populated, and the user tabs out of the Description field, the coding line automatically tries to save. If there are additional fields that need to be populated (1099, Tax State, Equipment, Sales Tax, etc.) the ‘Data Entry Drawer’ will automatically open and mark the missing fields with an asterisk.
Data Entry Drawer
To enter coding details in the ‘Data Entry Drawer’, the user will need to click on the icon in the taskbar to open the drawer, then click ‘Add Line’. Based on the account or billing category selected, the required and/or optional fields will become available. The fields that are required are notated with an asterisk next to the field name. Once all required information is populated, the Save options become available.
Submitting an Invoice
After an invoice is fully coded, that invoice is available to be submitted for approval. Invoices can be submitted from the main Invoices grid or from the coding detail screen of an invoice.
Submit From Invoices Grid
From the main Invoices grid, users can select the checkbox next to fully coded invoices, then select the Submit button.
Submit from Coding Details Screen
From the coding details screen, the user can select the Submit button on fully coded invoices.
Once invoices have been submitted, they will be routed to the approver based on the routes/rules setup in the workflow server, and the status will update to ‘Waiting for Approval’.
Approving an Invoice
When approvers log into the AP App, they will navigate to the Invoices grid, then change the view to ‘Approvals’.
There are three different ways to Approve/Reject an invoice. First, the approver can select the checkboxes of the invoices they would like to approve or reject and then select either the Approve or Reject button at the top of the form.
Second, the approver can click on the ellipsis under the ‘Status’ column and select Approve or Reject for an individual invoice.
Third, the approver can click on the Invoice Number to view the coding details and then Approve/Reject from there.
If an invoice is rejected, a comment is required to be entered so that the coder will know how to handle the invoice, whether it requires coding to be changed or the invoice deleted.
Batching an Invoice
After an invoice has been approved, it can be batched. From the main Invoices grid, any invoice with a green status of ‘Approved’ can be selected. Click the ‘Batch’ button and the invoices will automatically be put into an unposted batch with a batch ID in the format of AP(Corp code)(MMDDYY)(3 digit auto-number).
Enertia has added the ability to create and customize workflow routes from within the web app portal. Users can create as many different routes as needed for the different levels of approvals that are needed within their organization.
The Workflow Route setup is accessed from the Settings icon on the portal homepage, then the AP Workflow menu item.
Creating a Route
To create a new route, the user will select the ‘Add New Route’ button. The Route Configuration form will open and the user will select the ‘New Route’ checkbox. A Route Name should be entered in the field below the checkbox, along with the first Desk the invoice should be routed to, the approval limit for that Desk, and the order for this approval.
To add additional levels of approval to this route, the user will select the ‘Add New Route’ button again, but this time will select the existing route from the Route Name drop down list and then populate the rest of the form with the appropriate details.
Adding Rules to the Route
Each route can be defined further by adding specific rules that the invoice must meet in order to use the route. These rules are defined in the ‘Rule to Route Mapping’ form. To add a rule, the user will select the ‘Add New Rule to Route Mapping’ button. The list of rules shown below are the rules that Enertia provides with the app. Any additional rules that are required can be customized as needed.
The user will select the desired Rule from the drop down list. Based on the rule selected, there may be an additional field to further define that rule. Then the user will select the Route the rule should be assigned to, and then enter the Priority (or order) for evaluating the invoice against the rule.
In addition to creating the routes and route rules, the user will need to define a Fallback Desk and Final Desk in the General Setup form.
The Fallback Desk is the desk that an invoice will be routed to if it does not meet any of the route rule criteria. The Final Desk is the desk that a fully approved invoice will be routed to so the invoice can be transferred to a batch.
Mobile AP Approval App
Enertia now has an AP Approval App that can be used to approve AP invoices on mobile devices (iOS and Android). It can be downloaded from your device’s app store and is called Enertia Approvals.
The user is required to log in to the app using the same credentials used to log in to Enertia core and then must select the database to connect to.
Once logged in, the user will see all of the invoices that they need to approve. The top section of the app displays the total number of invoices needing approval as well as the total amount of those invoices. The date and time of the last data sync is also displayed. Each user can also customize how they want their invoices sorted. There are multiple sort options available including by vendor code or name, invoice # or date, invoice amount, due date, discount date or corp code or name. There is also a Filter feature so the invoice list can be narrowed down based on the filter criteria.
Each invoice in the app is displayed as a card. The card can be expanded to display more of the header information by selecting the ‘More’ option. There may also be an Image icon and/or an Errors/Warnings icon, if applicable, that can be tapped to open the image or list of errors/warnings. In addition, the coding details can be reviewed by tapping on the invoice card. Once on the coding details screen, the user can scroll down to see all lines of coding and can also see all other invoices’ coding details by using the ‘Next’ and ‘Prev’ options to toggle through the invoices.
There are three ways a user can approve or reject invoices in the mobile app.
First, from the main Invoices page, the user can select the checkbox next to an invoice and then select either the Approve or Reject option at the bottom of the form. Alternatively, the user can tap on the ‘Select All’ option at the top of the form (after selecting at least one checkbox) and can approve/reject all invoices at once.
Second, the user can select the 3 dot ellipsis icon on an invoice which brings up Approve or Reject options for that invoice.
Third, the user can approve or reject an invoice from the coding details form.
Frequently Asked Questions
- How can I get the AP Web App? - Contact your Enertia CEM to get the full details for getting started with the app.
- How much does the AP Web App cost? - There is no cost for the AP Web App or Mobile Approval App. However, the Enertia Workflow Engine is required in order to use the app which does have a license fee. Contact your Enertia CEM for more details.
- What version of Enertia is needed for the AP Web App? - The AP Web App requires the 21Spring or higher version of Enertia.
- How can I get the Mobile Approval App? - The Mobile Approval App is available for download from your iOS or Android app store. The AP Web App must be installed before the mobile app can be used.