TIPS & TRICKS - CDP, Inc€¦ · TIPS & TRICKS SPECTRUM VERSION 14.X. MY UNAPPROVED INVOICES APP...
Transcript of TIPS & TRICKS - CDP, Inc€¦ · TIPS & TRICKS SPECTRUM VERSION 14.X. MY UNAPPROVED INVOICES APP...
TIPS & TRICKSSPECTRUM VERSION 14.X
MY UNAPPROVED INVOICES APP
The Unapproved Invoice app
lists all unapproved invoices by
operator.
Clicking any invoice on the list
links the user to their Invoice
Approval inbox.
TOP 10 UNAPPROVED INVOICES
Displays a list of operators with the greatest
number of unapproved invoices.
Clicking on the operator links the user to
that specific approver’s invoice approval
queue.
CHANGE DASHBOARD APPLICATIONS
Click the Settings (wrench) icon to change App color
schemes and refresh intervals.
UNAPPROVED INVOICES AGING TOTALS
Displays unapproved invoices aged by date.
Clicking a slice of the pie chart displays a list of
operators with invoices within the date range.
Clicking on the operator
directs the user to that
approver’s invoice approval
queue.
MY PROPOSED PURCHASE ORDERS
Provides a simple list of
Proposed POs for ‘My jobs”
Click links to Purchase Order
Entry (with PO in context).
ADD DASHBOARD APPS
Easy to add custom RSS Feed Dashboard Applications.
System Administration-Security-Dashboard Apps
Tip: Rss feed <> www address
Easy to add custom website or RSS feed Dashboard Applications.
Tip: Rss feed <> www address
“MY” POWER – IN JOB PROPERTIES – CONTACTS – KEY PERSONNEL
CUSTOM MENUS ON THE FAVORITES MENU
Add frequently used menu items (click the star on the menu)
Create custom groups of links (or menus) for consolidating work flow and segmenting tasks.
Select thebutton from the favorites bar to begin.
Once in the Menu Builder screen, select the Add
a New Menu button:
Assign the new menu a name
Use the panel on the left of the screen to add specificfunctions (screens, reports, etc) to the custom menu.
Once added, click on them to rename (the Contract Status Report could be renamed “WIP,” for instance).
A/P INVOICE APPROVAL EDIT G/L CODE
The Invoice Approval screen permits
the G/L account to be switched
when the cost type on the
distribution row is edited.
A new window will pop up when
multiple qualifying G/L accounts are
present to allow the user to select
the desired code.
AP ALTERNATE VENDOR LOCATIONS ON PO’S AND PAYMENTS
• One location for default payment address AND other locations for default purchase order (PO) address.
• The payment address will automatically default when creating a new PO or entering an invoice.
• The A/P Check Form uses ‘payment location’ as the ‘Payee’ on the check • Overriding vendor’s name and address from Vendor Main Properties.
• ‘Alternate Payee’ remains the highest priority override
VENDOR LOCATIONS
VENDOR LOCATIONS
Places to change default Location information. Purchase Order Entry
Vendor Invoice Entry
Change Invoice Due Date
Vendor Open Items.
Option available to enter an alternate ship-to job address.
The payment location information is viewed in Vendor Payment
History.
LOCATION OVERRIDE IN PURCHASE ORDER ENTRY
LOCATION OVERRIDE IN VENDOR INVOICE ENTRY
LOCATION OVERRIDE IN CHANGE INVOICE DUE DATE
CHANGE PAYMENT LOCATION ON OPEN ITEMS
OVERRIDE JOB SHIP TO ADDRESS ON PO’S
USING BLANK PHASE AND COST TYPE
Invoices are entered for a job: The AP entry person might not know
the phase and cost type – initial Data Imaging Collector
The phase and cost type can be left blank at the time of entry. The
approval person will fill in the appropriate phase and cost type when
reviewing the invoice.
For blank phase and/or cost type
the reviewer will see the following
Unassigned Phases column in
the upper portion of the screen:
And an Assign
Phases button in
the lower screen
The approval person must fill in the appropriate phase and cost type when reviewing the invoice by
pressing the Assign Phase button in the lower screen. The Phase and Cost type must be filled in
before the invoice can be approved.
A/P ZERO DOLLAR INVOICES
The Vendor Invoice Entry screen (above) allows users to enter
invoices with ‘Total amount = 0.00’ Set the ‘Total amount before tax’ to zero in the heading
Enter positive and negative detail lines in the grid
Recognized by Spectrum as a special type of invoice entry, allows
the user to save the transaction.
The A/P Transaction Update sends the “zero-dollar invoice”
directly to Vendor History
G/L DETAIL ANALYSIS INQUIRY
TIP: Sort by
Transaction
Number to display
Debits and Credits
per transaction
and easily spot out
of balance
scenerios.
JOB ANALYSIS - COST AND HOURS – SORT AND SAVE
USE SUB-FOLDERS TO MANAGE THE PROJECT LOG
Default: Correspondence, use the Email Subscriptions manager to direct emails to differently
DON’T FORGET THE SIMPLE THINGS:
Viewing - zoom in & out
Missing buttons at the bottom of the screen? Can’t see all the Dashboards in Setup?
<Shift> & “+” to make things bigger
<Shift> & “-” to make them return to normal size/smaller
Help! Application help, online website, Support Hotline.