Wfp Invoice Tracking System Imgix
1679654182
File Name: LTI-Invoice-Tracking-Free-PDF-Format-Download.pdf
File Size: 2.70 MB
File Type: Application/pdf
Last Modified: 7 years
Status: Available
Last checked: 8 days ago!
This Document Has Been Certified by a Professional
100% customizable
Language: English
We recommend downloading this file onto your computer
Summary
1 VolumeWFP LOGISTICSInvoice Tracking System Administrative& TechnicalUserGuide INVOICE TRACKING SYSTEMAdministrative & Technical User Guide WFP Logistics Nawakshut Street • Villa 22 Yemen, Sana’a 7181 Phone 214.100.2381 • Fax 205.515.2381 Email: [email protected] Table of Contents Who should read this book ....................................................... 1 Setup and installation ...................................................................... 1 Advantages of using the system............................................... 1 Authentication and privileges.................................................... 3 Main board ............................................................................... 4 Creating your own user’s skin ......................................................... 4 Invoices – Transportation ......................................................... 5 WINGS data .................................................................................... 6 COMPAS data ................................................................................ 6 Electronic archiving ......................................................................... 7 Invoices – Non -Transportation ................................................ 7 Payment Requests ................................................................... 8 Payment request sheet ................................................................... 9 Reports .................................................................................. 11 Report types.................................................................................. 11 Scheduled reports ......................................................................... 14 MS Access reports ........................................................................ 14 MS Excel reports ........................................................................... 15 MS Outlook reports ....................................................................... 16 PDF Reports ................................................................................. 17 Mail Merge .................................................................................... 18 Activity Reports ...................................................................... 19 Activity Categories ........................................................................ 19 Options & Variables ............................................................... 21 Option variables ............................................................................ 21 User Management .................................................................. 23 Privileges ...................................................................................... 23 CIF Values ............................................................................. 25 Loss value formulae ...................................................................... 25 WINGS Synchronization......................................................... 26 WINGS Data ................................................................................. 26 Allocation Planner .................................................................. 27 Further developments ............................................................ 30 Food allocations and FROs........................................................... 30 FRO-LTI generation ...................................................................... 32 INDEX .................................................................................... 37 1 ChapterI N T E R F A C E Preface I nvoice tracking system is designed to maintain a history of customers, invoices, and invoice details so you can store multiple invoices without creating multiple files. You can also use the Invoice Tracker to analyze your previously invoiced data
Icon keyswill be appearing throughout this text book to I C O N K E Y draw your attention to important details about the Side information software Test your understanding Warnings Who should read this book This invoice tracking system will only be useful to you if you are working for WFP COMPAS department, issuing LTIs or an LTSH or billing staff
Setup and installation This manual does not contain installation instructions; individual installation guide for windows operating system can be found on the website at http://wfp-logistics-its.yolasite.com/ Advantages of using the system A typical process involving paying a supplier invoice begins at the arrival of invoice at the door of the organization regardless of the methods of arrival such as via email, postal mail, facsimile, etc. Once the invoice arrives, the billing/accounts payable clerk must ensure that the document is indeed due by means of matching it against the relative waybill/service report. Then the clerk classifies and sorts the invoice into the various logistics categories. Once its 1 category is defined, the invoice is forwarded to the responsible person to be logged in the system. Below are some of the advantages of the system:• Log and track invoices you received from transporters/service providers
• Determine what you owe creditors, and when it's due
• Track billable time for yourself and your staff
• Keep track of project expenditure to stay on budget
• Notify your creditors of invoices status
• Create interesting reports and analyze payment history• Save time & keep service providers happy 2 Authentication and privilegesDifferent users of the system are granted different roles allowing/blocking them toaccess the various parts of the system accordingly. Creating new users and grantingprivileges can be accomplished by system administrators
FIGURE 1.1 illustrates the startup screen in which users has to provide their assigned credentials. The last built date is shown atthe bottom of the screen and is associated with the application version
3 Main boardUpon successful authentication, the various screens of the application can be accessedfrom the main board screen
FIGURE 1.2 Notice the “logged in as” wording logging the user name for later interactions such as entries/data modificationsmade and reports’ signatures
Creating your own user’s skin To change your current skin picture, click on the skin link on the top right corner of the main board screen and browse for a suitable “preferably light colored” picture file
Note Custom users’ skins can be removed by simply cancelling the browse image dialogue box
4 2 ChapterInvoices – TransportationTransporters’ invoices are to be entered in the invoices – transportation screen whichare indexed by the mandatory LTI ID field marked in red. Along with the LTI ID,Invoice ID and invoice amount are the first fields to fill, other information may befilled along the individual stages of the invoice processing routine
FIGURE 2.1 Data in the invoices – transportation screen can be filtered using native MS Access filter tools
5 WINGS dataAn updatable offline WINGS data copy is stored separately in the system. RelativeLTI data such as purchase order number, item line sequence, purchase order amount,purchase order creation date, LTI dispatch date, service entry sheet reference numberand service entry sheet value and service entry sheet release date can be drawn fromWINGS by clicking on the button
For accuracy, drop down menus’ values are extracted automatically from wings to list values such as vendors’ IDs and names Note Most of the entries in this screen are dates data type. Current day’s date is used as a default value in most of them, however, when not applicable, make sure to modify the date accordingly
Try filtering data using an old LTI ID stored in the system and click on the Get LTI data from wings and notice the gaps filled/replaced data from WINGs entries
COMPAS dataReal time COMPAS data are available in the system as a live connection is maintainedwith COMPAS server and is present at all times in the system. Data such as CDR IDwill be automatically brought when a consolidated delivery report is created against thecurrent LTI record
6 Matching waybill overall count Use the little “expected WBs” button to double check the overall count of the relative waybills for the LTI in question Warning Calculating expected waybills count for an LTI may take some time as data will be fetched from COMPAS on a real time basis; it also depends on how fast the server response is
Electronic archivingScanned copies must be made in PDF format and the naming convention L# must beused at all times (e.g. for an LTI coded 1234, a fully qualified file name including thefile type extension is L1234.pdf Note Network or local path to the scanner has to be set first using the options and variable screen discussed later
Invoices – Non -TransportationUnlike the transportation invoices entry screen, the non-transportation screen does notcontain and LTI ID field and can be used to log other service activities and fines suchas port operations both custom clearances and demurrage/detention charges,fumigation, warehousing… etc
7 3 ChapterPayment RequestsPayment request are the overall collective data put together in an excel sheet mainlyrequesting logistics officer to release the created service entry sheet. A helpful tool inthe system is the “PR Creator” in which a purchase order reference is specified and allrelative LTIs are displayed along with the service entry sheet details if available
FIGURE 3.1 The 452 reference shown in the screen refers to an associated previously created PR file stored in the system Practice generating a random PR file by following these steps: 1. Go to invoices-transportation screen 2. Move or filter the records to a random PO with multiple LTIs 3. Click on the “Lanch PR Producer” 4. On the PR Generator screen, click on “Generate PR” 8 Payment request sheetData from the system will include: Project ID Document serial Vendor ID and name Today’s date Purchase order reference Purchase order amounts broken down by line items Previously created service entry sheet references and values LTI IDs for each purchase order line item Invoices’ references and values Username as logged in the system Loss details if any
A general payment request sheet will look like the followingFIGURE 3.2 Random payment request sheet produced from the invoice tracking system. Net payables are 65,880 for purchaseorder 4700362875 shown at the bottom right corner 9
- Payment requests template is a standard formatted excel sheet bundled with the invoice tracking system. - Each purchase order is assoc iated with one payment request reference - Each LTI …
Documemt Updated
Popular Download
Frequently Asked Questions
What is preface nvoice tracking system?
Preface nvoice tracking system is designed to maintain a history of customers, invoices, and invoice details so you can store multiple invoices without creating multiple files. You can also use the Invoice Tracker to analyze your previously invoiced data.
How many invoices can i track with this invoice tracker template?
Payment dates, customer names, amount due, amount paid, and amount outstanding are tracked with this invoice tracker template. List up to 10 invoices per page with this free accounts payable Excel template.
What is nvoice tracking system?
INTERFACE Chapter Preface nvoice tracking system is designed to maintain a history of customers, invoices, and invoice details so you can store multiple invoices without creating multiple files. You can also use the Invoice Tracker to analyze your previously invoiced data.
Is there an invoice tracking system available for wfp?
This invoice tracking system will only be useful to you if you are working for WFP COMPAS department, issuing LTIs or an LTSH or billing staff. Setup and installation This manual does not contain installationinstructions; individual installation guide for windows operating system can be found on the website at