The Invoices menu in the Portal contains all of the functions surrounding invoicing a Work Order. To submit an Invoice, navigate to Main Menu > Invoices > New > Invoice. This will display the “Submit Invoice” page. This can also be accessed by clicking “Invoice” on the “Quick Access - Invoices” tile on the Dashboard

Once on the “Submit Invoice” screen, you will be required to enter a Work Order number and then click <Check WO Details> to check that it’s possible to add an invoice to it. 

If it is not possible to add an Invoice to that Work Order, for example, the Work Order is incorrect, you will receive a message that says, ‘A job with this number does not exist in the system’. This will make sure that the Work Order entered matches your Contractor. If you don't have a Contractor associated to your User, this will not allow you to progress.
 

Submitting an Invoice

Once the Work Order has been entered and accepted, you will then be shown the Building Name and the Job Task the Work Order is displayed, along with the Attendances that have occurred on the Work Order. The system then requires documentation to proceed. By clicking “Upload Invoice/Worksheet(s)…”, you can add in both an Invoice file and Worksheet file. To progress, a Name and both an Invoice and Worksheet need to be uploaded (by choosing the relevant Type), however it is possible to upload one file with a file type of “Invoice & Worksheet”. Choose the required files using the “Choose File” action and, once done, click “Upload” to attach the file.

After uploading the file(s), the details of the Invoice need to be entered. The Invoice Number and Tax Point are required and the fields underneath need to be filled in depending on the costs of the Work Order. These fields are:

• Call Out Fee
• Time On Site Cost
• Labour Cost
• Parts Cost
• Equipment/Misc Cost

Once the costs have been entered in the relevant boxes, and the invoice submitted, the system will run a check on the details provided. If everything matches with the system, the Invoice will be passed through, awaiting to be submitted for payment.
If an issue is found, the invoice submission screen will return, with a list of the applicable unapproved reasons. The ‘i’ icon next to each reason provides a brief explanation of that Unapproved Reason.

If you receive unapproved reasons, always review to ensure everything is correct, including whether the costs take into account any inclusive hours and the parts being charged for correct. An Invoice can still be submitted, despite the unapproved reasons. However, it will be submitted as unapproved, and therefore will need to be manually reviewed before payment can be made. These can be seen in the "Unapproved Invoices" list

Note: The unapproved reasons that occur during the Invoice upload process are as follows (each one will show a description against when it appears during invoice submission):

• Rates Query
• Attendance cost Query
• Time on site cost Query
• Labour cost estimate query
• Parts Cost Query
• Parts Cost estimate query
• Equipment/Misc Cost estimate query
• Equipment/Misc Cost Query
• Fixed cost estimate query
• No further invoices expected
• No mobile usage
• Non-preferred check-in method
• Non segregation of duty
• Comprehensive Contract
• Work Order not at status Complete
• Asset in under Warranty
• Cost exceeds contract agreement
• Invoice varies to the pre-agreed cost
• Awaiting Certificate(s)
• Awaiting RFI
• Awaiting Meter Reading(s)
• New Clean Certificate Required
• Same day visit - not expecting attendance cost (the system checks Mobile Device IDs to ensure that true same day visit is captured if the same engineer's Mobile Device is used on the same site on the same day)
• Duration on site greater than one working day
• Work Order in Authorisation
• Verification Fail
• Desktop Audit Fail
• Desktop Audit Pending
• Delivery Charge Query - Only on Purchasing Invoices
• Line total Cost Query - Only on Purchasing Invoices
• Proforma invoice
• Project Works
• Staged Payment Limit Exceeded
• Within Recall Period

Invoice Submitted to the Incorrect Work Order

If you realise that the invoice you have submitted has been submitted against the wrong work order, please use the following steps:

The invoice is unapproved: Locate the invoice in your unapproved list, and click to open it. Use the "Delete" action on the left-hand side to remove the invoice from the system. You can then resubmit the invoice to the correct work order, using the steps in this guide.

The invoice is approved: If, after submitting the invoice, you realise a mistake has been made, and the invoice has been automatically processed as approved, please contact your Client helpdesk immediately.

Note: Invoices are not paid by Ostara Systems. Once an invoice has been moved to the status “Payment Submission”, this will then be sent on to the Client for their Finance Team process the invoice for payment. Bank Account information and details are held by the Client in their Finance systems.

Note: This action is only possible through Nexus. It is not possible to add any invoice documents or worksheets to invoices using the Mobile application.

Permissions: Can Create Invoices