Assigning an invoice to a user enables your company to track which Finance module users are responsible for reviewing which invoices. Assigning invoices is not required. However, if many different people in your company review financial data, specifying which people are responsible for which invoices is a good way to divide and manage the effort.
An invoice can be assigned to only one user at a time. However, an assigned invoice can be reassigned to a different user as needed.
You can assign invoices manually in the Invoice module. Invoices can also be assigned automatically, and on demand by an administrator, using invoice assignment rules that have been defined by an admin- istrator.
Invoices can be assigned in the following ways:
l Automatically, on invoice creation, using rules.Each time an invoice is created because a sales order becomes active, the order’s workflow automatically triggers your company's invoice assignment rules. The first rule that is evaluated as true assigns the invoice.
l Automatically, on invoice update, using rules.Each time an invoice is updated because a sales order returns to being active, if the invoice is unassigned, the order’s workflow automatically triggers your company's invoice assignment rules. The first rule that is evaluated as true assigns the invoice.
l On demand, by applying rules.A Finance administrator can choose to run rules at any time in the Administration module. The administrator selects some or all rules, and then applies those rules once to all unassigned invoices that are unlocked or prior locked (and, if a rule contains a criterion that Lock Status is equal to Locked, applies that particular rule to unassigned invoices that are locked). For each invoice, the first selected rule that is evaluated as true assigns the invoice. l On demand, manually.Any Finance user can manually assign any unlocked invoice to any other
user with the Finance Manager or Billing Analyst role. The user assigns the invoice in the Finance module’s Invoices grid.
if teaming is enabled, a Finance user can assign an invoice to any other user with whom he or she shares at least one team, even if the user receiving the assignment is not on the invoice's team. (Assigning an invoice to a user who is not on an invoice's team grants them access to see an invoice that would otherwise be hidden.) If teaming is disabled, there are no team restrictions.
Finding Assigned and Unassigned Invoices
You can identify unassigned invoices by setting theAssigned Tofilter toNoneon the Invoices tab. You can find invoices assigned to you or to another user by setting the Assigned To filter to the user in question. This is the best way to locate invoices based on who they are assigned to. You can also set the filter to multiple users to see a list of all the invoices assigned to any of them.
You can see which user an invoice is assigned to in its preview on the Invoices page or by adding the
Assigned Tocolumn to the Invoices grid. You can add this to the grid by mousing over any column name, clicking the triangle to the right of the column name, clicking theColumnslink in the drop-down list, and then checkingAssigned To.
Assigning Invoices Manually
All roles that access the Finance module can manually assign an invoice. Team membership can affect to whom you can manually assign an invoice:
l If teaming is enabled,you can assign an invoice to any user who shares at least one team with you, even if the user is not on an invoice's team. Assigning an invoice to a user who is not on an invoice's team, grants them access to see an invoice that would otherwise be hidden.
l If teaming is disabled,you can assign an invoice to any user with the Finance Manager or Billing Analyst role. The assignment of invoices does not restrict which users can view which invoices. You cannot manually assign a locked invoice.
How to: Assign Invoices Manually
Multiple invoices can be selected and assigned from the Invoices grid or a single invoice can be assigned after you open it. To manually assign invoices:
1. Select the invoices you wish to assign:
l For multiple invoices, on the Invoices grid, check the boxes next to invoices you wish to assign.
l For a single invoice, click its name to open its full details. Note that you cannot assign a locked invoice.
2. Click theAssignbutton, then move your mouse pointer toAssign To. The list of users is displayed:
3. Select the user who will handle the invoices. 4. ClickAssignto complete the assignment.
Assigning Invoices Using Rules
Companies can streamline the invoice assignment process by defining rules that are triggered auto- matically to assign each invoice when it is newly created by the system, and triggered automatically to assign each updated unassigned invoice when its sales order returns to being active. Administrators define these rules. Administrators can also apply assignment rules on demand to all unassigned invoices. Invoice assignment rules evaluate properties such as Advertiser, Product, and Sales Team. For example, a company might want to assign invoices for certain advertisers to specific Finance users; or might want to assign invoices based on the invoicing organization or sales team.
Assignment rules are applied to the invoices for an order’s future, current, and two prior billing periods. Finance administrators can define, edit, and manage rules in the Administration module > System tab > Security category > Assignment Rules > Finance Assignment Rules tab, as described in theOper- ative.One Administration Module User’s Guide.