Posting Completed Invoices to Accounts Payable

One of the main differences between OEC RepairLink and other catalog integrations is when the Post Account Payable Invoice window appears if the Post Orders to Accounts Payable box is checked in the electronic ordering interface for OEC RepairLink.

OEC RepairLink orders are not invoiced when the order is submitted. Instead, OEC RepairLink orders are invoiced when

• OEC dealers respond that they can fulfill the order to OEC RepairLink and
• R.O. Writer is updated by OEC RepairLink on the Order Status window.

Posting to Accounts Payable When the Order is Complete

It is important to remember that you are not posting the completed order to the OEC RepairLink supplier. Instead, you are posting the completed order to the OEC dealer you accessed through OEC RepairLink.

When you place an order with an OEC dealer, R.O. Writer creates a new supplier record for that dealer. By default, R.O. Writer checks the Post Orders to Accounts Payable box for that new supplier. You post the completed invoice to that supplier, which allows you to finalize the repair order.

Complete these steps:

1. Open a ticket, access OEC RepairLink in Smart eCat, and order a part from an OEC dealer.
2. Close Smart eCat.
3. With the ticket still open on the screen, click OE RepairLink in the Quick Launch .
4. The Order Status window opens displaying the status of the order for that ticket.
5. Update the status of the entire order.
6. When the OEC dealer responds that it can fulfill all the parts on the order,
   • The Order Status of all the parts changes to Invoiced.
   • The Invoice Status changes to Completed.
   • The Post Accounts Payable Invoice window for the completed invoice appears automatically.

   

   On the Post Accounts Payable Invoice window:

   • The Supplier name should match the Supplier name on the Order Status window.
   • The Amount should match the Total on the Order Status window.
   • The Invoice Number is populated with the OEC Order #. However, the Invoice Number remains editable.
     • If the OEC dealer assigns an invoice number to the order, you can type that number into the Invoice # field for better tracking.
7. Enter a Comment if desired.
8. Click OK. The invoice is posted to Accounts Payable.

If You Do Not Post the Invoice to Accounts Payable

If you decide not to post the invoice to Accounts Payable when the Post Accounts Payable Invoice window appears from the Order Status window, you will need to post the invoice manually before you can finalize the repair order.

This means that you need to open Accounts Payable, find the R.O. Writer supplier created from the OEC dealer and post the invoice.

The Invoice Number remains active on the posting window so that you can enter the number of the completed invoice from the OEC dealer.

Accounts Payable Transactions for the Invoice

In the Accounts Payable module, all activity related to invoices for orders placed through OEC RepairLink should be completed with the supplier R.O. Writer created for the OEC dealer and not with the OEC RepairLink supplier.