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Timesheets Invoice Workbench

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Written by Jen Johnson

Overview

The Timesheet Invoice Workbench allows for processing hourly rerental equipment invoices. This process allows 2-way matching instead of requiring 3-way match with delivery ticket/full allocation.

Setup

Before using this timesheet invoice process, ensure the following setup is complete.

1. eCommerce Configuration (if applicable)

Your eCommerce system must be configured to:

  • Load invoices with timesheet image attachments

  • Apply the desired hold code automatically to invoices with timesheet images

  • Associate the image file in Document Management (DM)

Use existing eCommerce parameters (e.g. PL/EDEFHCOD or PL/DEFHCODE) to configure this automation.

2. Purchase Order Settings

For hourly rerental purchase orders:

Parameter PO/FRCHRALL, which takes list of jobs (which will be OH jobs linked to depots) that you want to force to do full allocation, can be unset.

If you need to transition and do some suppliers before others you can use PC/SUPNOGRN to list suppliers you want to ignore the PO/FRCHRALL setting.

3. Supplier Setup

Configure affected suppliers to use 2-way matching instead of delivery ticket-based matching.

Company and/or Office in Central Repository:

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Using the Timesheet Invoice Workbench

Accessing the Workbench

  1. Navigate to Equipment > Timesheet menu.

  2. Select AP Invoices.

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Understanding the Workbench Display

The workbench shows all live invoices.

The browse displays the following information for each invoice:

  • Invoice and due date

  • Invoice number

  • Supplier reference

  • Supplier code and name

  • Transaction Type

  • PO number

  • Invoice values

  • Invoice header analysis

  • Distribution Type (Costed/Registered)

  • Status (Paid/Unpaid)

  • Invoice Documents

  • Invoice Notes

Filtering Invoices

Use the filter options to view specific invoice types:

  • All - Shows all invoices

  • With Document – Shows only invoices with an attached document

  • Commercial Hold – Shows invoices with the selected commercial hold code

  • Financial Hold – Shows invoices with the selected financial hold code

Processing an Invoice

  1. Open Timesheets related to invoice’s POs

    Click on the Timesheet icon () next to the invoice for which you want to view/modify timesheets.

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  2. Select Dispatch Line

    A new page opens showing hourly dispatch lines linked to the invoice's PO.

    • If only one dispatch line is linked, it will be pre-selected automatically.

    • If multiple dispatch lines exist, select the appropriate line.

  3. View Timesheet Image

    The page displays in split-screen mode:

    • The invoice image appears on one side (can be opened in a separate window if preferred).

    • The Hourly Dispatches appears on the other side.

    Note: Each invoice should have a single image file, which may contain multiple timesheets.

  4. Enter Timesheet Data

    Click on the Timesheet icon () and enter the timesheet information using the embedded timesheet page. This page works for:

    • Normal timesheets.

    • Shift timesheets.

    The embedded page is the standard timesheet entry page/function, so all familiar timesheet features are available.

  5. Complete Processing

    After entering the timesheet data:

    1. Verify the information is correct.

    2. To release the hold code of the invoice and return to the workbench, click on Return & Free Invoice.

    3. The invoice will be removed from hold.

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