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Invoice ManagerCreate andSave eBillsUser GuideVersion 1.0Freight Carriers (Suppliers)Proprietary and Confidential

Proprietary and ConfidentialDistribution Limited to Syncada buyers and carriersT ec h Ti p! You can click on any topic within the Table of Contents to godirectly to that page.ContentsCreate and Save eBills . 1Create and Save a New eBill . 2Create and Save a New eBill . 2Create and Save an eBill from an Existing Document . 16Create and Save an eBill from an Existing Document . 16Copy an Existing eBill. 27Freight Carriers (Suppliers)Proprietary and ConfidentialTable of Contents

Invoice ManagerCreate and Save eBills: Version 1.0Create and Save eBillsAn eBill is primarily used for post-payment adjustments in Invoice Manager (e.g. payservice charges, request a refund for overpayment, etc). In most instances, an eBillis associated with an existing transaction (linked eBill), but it can also be a standalone request for payment (unlinked eBill).An eBill can be created by buyers or suppliers (carriers). An eBill requires approvalby the receiving party in order for it to proceed through the payment process. Thereare two types of eBills: A Charge Buyer eBill is a charge against the buyer (debit). Typically, they areissued by the carrier, and must be approved by the buyer. A Charge Supplier eBill is a return of funds to the buyer from the carrier (credit).Typically, they are issued by the buyer, and must be approved by the carrier.Carriers will sometimes create Charge Supplier eBills if they want to move fundsback to the buyer. The carrier creates the eBill, then approves the eBill to movethe funds.In this user guide, you will learn how to: Manually create and save a new eBill Create and save an eBill from an existing document Copy an existing eBillFreight Carriers (Suppliers)Proprietary and Confidential1

Invoice ManagerCreate and Save eBills: Version 1.0Create and Save a New eBillYou can easily create an eBill from scratch in Invoice Manager. Other availablemethods for creating eBills include creating an eBill from an existing document, orcopying an existing eBill with similar information.L ear n Mor e:For more information on how to create an eBill from anexisting document, please refer to Create and Save an eBill from an ExistingDocument. For more information on how to copy an existing eBill, please refer toCopy an Existing eBill.Create and Save a New eBillTo get started, log into Invoice Manager.121. Click the NEW dropdown menu from the menu bar on the Document List tab.2. Select EBILL from the NEW dropdown menu. Your new draft document will begenerated.eBill InformationWhen you create a new eBill, you will need to enter the following details:Freight Carriers (Suppliers)Proprietary and Confidential2

Invoice ManagerCreate and Save eBills: Version 1.0 Document Info (Header Information and Secondary Information) Line Items and Service Charges Notes (if applicable)Setting Up Your Layout and ViewWhen creating a new eBill, you should set your document Layout and View to showthe fields that are required (as denoted by a red asterisk) and any other fields youand/or your organization see as critical to ensuring your new document contains allof the needed information.Setting up Your Document Info LayoutThe most helpful fields to show in your Document Info Layout when creating eBillsare (including the required fields): eBill Number*Issue Date*eBill Type*eBill AmounteBill AmountBuyerBuyer ID SupplierSupplier IDFinancial StatusLink ToReview StatusModeReferencesYou can design your layout to include all of therequired fields in the Header Information section toensure you do not overlook anything that is required.Setting up Your Line Item ViewThe most helpful columns to show in your Line Item View when creating orders are(including the required fields):Freight Carriers (Suppliers)Proprietary and Confidential3

Invoice ManagerCreate and Save eBills: Version 1.0Document Line NumberSupplier Item Number*Billed Quantity*Billed UOM*Billed Unit Price*Billed Extended PriceT ec h Ti p!If you do not include the required fields for creating a new invoicein your Layout or View, the system will not save your new Layout or View and willreset to the default Layout and/or View.L ear n Mor e:For more information on setting up and saving personalizedLayouts and Views in Invoice Manager, please refer to the Navigating andPersonalizing user guide.Enter Document Info Header InformationThe Header information for your new eBill may vary depending on the fields youhave chosen to include in your document-in addition to the required fields. Thefollowing instructions cover the Header Information fields included in the SystemDefault Layout.33. Click on the Document Info tab located on the side menu.Freight Carriers (Suppliers)Proprietary and Confidential4

Invoice ManagerCreate and Save eBills: Version 1.04The Red Caret icon in the upper cornerof the eBill Number field indicates thereare unsaved changes.4. Type the new eBill number into the eBill Number field.D id You K now ?The issue date defaults to the current date when you arecreating the new document. You can easily change the issue date by clicking on thecalendar icon in the Issue Date field and selecting a new date.55. Select the type of eBill you want to create from the eBill Type dropdown field.Freight Carriers (Suppliers)Proprietary and Confidential5

Invoice ManagerCreate and Save eBills: Version 1.0Enter Buyer Information66. Click on caret icon in the Buyer: field to open the Buyer window.787. Type a few consecutive characters of the buyer’s name you are searching for.8. Select the buyer’s name from the dropdown list. The information for the buyeryou selected will be auto populated in the window.D id You K now ?You can also search for the buyer by typing a fewconsecutive characters of the buyer’s ID you are searching for into the Buyer ID field.Freight Carriers (Suppliers)Proprietary and Confidential6

Invoice ManagerCreate and Save eBills: Version 1.0The Red Caret icons in theupper corner of the Buyerfields indicate that there areunsaved changes.99. Click the Close button to save your changes.Enter/Modify Supplier (Carrier) InformationYour organization’s information should auto-populate in the Supplier: field when youcreate a new eBill. However, you can easily modify the Supplier information, ifneeded.1010. Click on the supplier ID hyperlink in the Supplier: field to open the Supplierwindow.Freight Carriers (Suppliers)Proprietary and Confidential7

Invoice ManagerCreate and Save eBills: Version 1.0111211. Type a few consecutive characters of the carrier’s name you are searching for.12. Select the carrier’s name from the dropdown list. The information for the carrieryou selected will be auto populated in the Supplier window.D id You K now ?You can also search for a carrier by typing a fewconsecutive characters of the carrier’s ID you are searching for into the Name: field.Freight Carriers (Suppliers)Proprietary and Confidential8

Invoice ManagerCreate and Save eBills: Version 1.0The Red Arrow icons in theupper corner of the Supplierfields indicate that there areunsaved changes.1313. Click the Close button to save your changes.Link an ebill to an Existing DocumentYou can easily link your new eBill to a related document in Invoice Manager.D id You K now ?Many buyer clients will request or require that carrierslink the eBill to the corresponding order. Linking the eBill to its related order makes iteasier for the buyer to find the document, and also may allow the document to retainthe accounting code information from the order, which makes it much easier for thebuyer to process and approve the eBill.1414. Click anywhere in the Link To: field to open the Link To window.Freight Carriers (Suppliers)Proprietary and Confidential9

Invoice ManagerCreate and Save eBills: Version 1.015161715. Click on the dropdown menu in the Document Type: field and select the type ofdocument you want to link your eBill to. Your results will load in the bottom ofthe Link To window.16. If you know the document number of the document you want to link your neweBill to, you can type the document number into the Search: field and click theSearch button. Your search results will load in the bottom of the Link Towindow.17. Click on the Document Number hyperlink of the document you want to link toyour eBill. Your eBill will become linked to the document you selected.Click the X icon to unlink the eBill.Freight Carriers (Suppliers)Proprietary and Confidential10

Invoice ManagerCreate and Save eBills: Version 1.0Enter Document Info Secondary Information1818. Click on the dropdown arrow icon on the right side of the Mode: field andselect one of the modes from the dropdown menu, if applicable.1919. Click anywhere in the References: field to add references (if applicable).20If you have included any additionalSecondary information in your Layout,enter that information as well.2120. Enter reference information into the References window.21. Click on the Close button to save your changes.Service ChargesService Charges make up the basic components of every eBill. Each new eBill hasone new line item that automatically populates for you to modify. You can then addFreight Carriers (Suppliers)Proprietary and Confidential11

Invoice ManagerCreate and Save eBills: Version 1.0new service charges, copy a service charge, modify a service charge or delete aservice charge.Add a New Service ChargeThe line item information for your new eBill may vary depending on the fields youhave chosen to include in your Line Item View-in addition to the required fields. Thefollowing instructions cover the Header Information fields included in the SystemDefault View.2222. Click on the Line Items tab located on the side menu. The first line of your eBillis auto-populated with blank fields ready for you to fill in.23242523. Enter the document line item number in the Document Line Number field.24. Enter the product number used by the supplier (carrier) into the Supplier ItemNumber field.25. Enter the billed quantity amount into the Billed Quantity field.262726. Enter the Unit of Measure in the Billed UOM field.27. Enter the price per unit into the Billed Unit Price field.D id You K now ?The Billed Extended Price field is auto-calculated basedon the quantity and unit prices entered in the previous fields.Freight Carriers (Suppliers)Proprietary and Confidential12

Invoice ManagerCreate and Save eBills: Version 1.02828. To add another service charge, click on ADD SERVICE CHARGE, if applicable.Copy a Service ChargeYou can also add a new Service Charge by copying an existing Service Charge andmaking any necessary modifications.2929. Locate the line you want to copy (if applicable) and click on the checkbox nextto the line.D id You K now ?You can only select one line at a time to copy.30. Click on the COPY LINE button. Your new line will be added.303131. Use the bottom scroll bar to scroll through the fields within the line item, andmodify, as needed.Modify a Service Charge Line ItemYou can easily modify existing Service Charge Line items to make adjustments, ifneeded.3232. Locate the line you want to modify, if applicable.Freight Carriers (Suppliers)Proprietary and Confidential13

Invoice ManagerCreate and Save eBills: Version 1.03333. Use the bottom scroll bar to scroll through the fields within the line item, andmodify, as needed.Delete a Service Charge Line ItemYou can easily delete any line items you do not want to use for your new eBill.35Click the checkbox next to theSystem Line Number columnto select all of the lines listed.3434. In the Line Items side tab, locate the line you want to delete and click thecheckbox next to the line(s).35. Click on the DELETE button. The line(s) will be deleted.Enter NotesYou can use the Notes feature in Invoice Manager to communicate with your tradingpartners.36Freight Carriers (Suppliers)Proprietary and Confidential14