Managing Provider Invoices

Key Concepts

Understanding provider invoices involves the following key concepts:

• Provider Invoice: A billing record from a provider for purchased services.
• Provider Invoice Status: Indicates the stage of processing (e.g., Populating, Active, Error).
• Manual and Automatic Sync: Provider invoices can be synced automatically or created manually for third-party vendors.

How It Works

Work 365 manages provider invoices through a structured process that includes synchronization, validation, and status updates.

Provider Invoice Statuses

A provider invoice record in Work 365 can have the following statuses:

• Populating – The import process is currently processing this record.
• Active – The import process was completed successfully.
• Error – The provider invoice was not imported due to a validation failure.

Process Flow

1. Invoice Sync: Provider invoices are synced automatically or manually imported.

   

2. Validation Check: Work 365 checks for unresolved references, checksum failures, or other validation errors.

   

3. Status Assignment: The provider invoice is assigned a status (Populating, Active, or Error).

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Active provider invoices cannot be downloaded again. To re-download, they must first be deactivated or deleted.

Use Cases

Practical applications of managing provider invoices in Work 365 include:

• Use Case 1: Automating provider invoice imports to reduce manual effort.
• Use Case 2: Manually creating provider invoices for third-party vendors.
• Use Case 3: Identifying and resolving failed invoice imports due to validation errors.

Better Practices

Follow these best practices to ensure smooth provider invoice management:

• Tip 1: Regularly check for unresolved references in provider invoice imports.
• Tip 2: Review checksum failures before overriding small discrepancies.
• Tip 3: Configure email notifications for provider invoice import summaries to stay informed.

Additional Resources

• Resolving Unresolved References
• Importing Azure Data
• Email Templates

FAQs/Common Questions

Q: What happens if a provider invoice import fails?

A: The invoice is assigned an Error status, and failure reasons are listed in the invoice record.

Q: Can I manually sync a provider invoice?

A: Yes, navigate to Work 365 ➤ Provider Invoices ➤ Sync Provider Invoice to manually sync invoices.

Q: How can I receive notifications about provider invoice import statuses?

A: Configure the Provider Invoice Import Summary Notification under Work 365 ➤ Email Templates.