Provider invoices are summary records from automatic providers that have synced with Work 365 through a back-end job. Provider invoices can also be created manually for any third-party vendors or distributors. To find provider invoices go to Work 365 ➤ Provider Invoices.
Provider Invoice Statuses
A provider invoice record in Work 365 can have the following statuses.
- Populating indicates that the import process is currently processing this record.
- Active indicates that the import process was completed successfully.
There is only one inactive state (Error). This indicates that the provider invoice was not imported as there was an error during the import process or one or more validations failed. The provider invoice record will show the failure reasons.
Reasons why Provider Invoice import may fail
There are three reasons why a provider invoice import may fail.
One or more records required on the provider invoice were not found in Work 365. The provider invoice record’s message will reflect this error. There will be a missing references file created in the Notes section that provides details on the missing references.
The warnings.csv file also contains missing data, but these references not essential for the import process to complete. However, all missing references in errors.csv must be resolved for the import process to complete.
For details on resolving reference errors please refer to Usage Invoice Not Generated.
Data is only imported if the totals of the usage and license summary matches the total in the header. If the data does not match, it will reject the invoice from the automatic provider as an error and it will attempt the sync again the next day.
As a best practice, if the difference listed in the message is less than 50 cents (in any currency), this difference can be overridden and the provider invoice can be manually synced to Work 365. See the section Manually Downloading a Provider Invoice of this document. However, if the difference from the total charges is significant, reach out to the provider concerning the missing data.
Handling Provider Invoice Changes
An automatic provider sends the provider invoice with all the correct data and the sync is successful. Then, on a later date, the automatic provider reports a change on the invoice amount. Consider the scenario, for example:
- 1st March: Provider Invoice D0010XYZ was imported successfully into Work 365 (Value $10,000).
- 5th March: Provider reports invoice D0010XYZ has value $12,000
The change in the provider invoice does not update the total on the provider invoice in Work 365. Instead an email notification is sent, and appropriate action must be taken.
Manually Downloading a Provider Invoice
To manually initiate the sync of the Provider Invoice, go to Work 365 ➤ Provider Invoices ➤ Sync Provider Invoice (requires Work 365 v2.5.1 or higher).
Once the Provider is selected, a list of invoices from the Provider is populated in the Provider Invoice list. The status of the provider invoice in also reflected in this dropdown list.
Provider Invoices, currently Active in Work 365 cannot be downloaded. To re-download an Active Provider Invoice, you must first deactivate (recommended) or delete the Provider Invoice record.
Deactivating / Deleting a Provider Invoice
There may be cases when an already successfully imported Provider Invoice must be re-sync’ed. Work 365 does not allow downloading of already Active Provider Invoices. In such cases, it maybe necessary to deactivate or delete the Provider Invoice.
Please note that Work 365 will not allow deletion / deactivation of a Provider Invoice where the child records have been invoiced. This reference (on the child records) must be removed before the Provider Invoice can be deleted / deactivated.
Provider Invoice Import Summary Notification
Work 365 will run a daily sync job to sync any eligible provider invoices from automatic providers. In addition to the daily sync, Work 365 will send a daily notification email indication which provider invoices failed, and which ones succeeded. This notification template can be edited by going to Work 365 ➤ Email templates. See Email Templates for reference.
The “To” field on this template must be set to recipient(s) that should receive this notification.