Work Orders on the Vendor Invoice Audit Page

This document explains how work orders appear on the vendor invoice audit page and how to link the hauler's charges to the work orders they pay for.

When you audit a vendor invoice, a Work Orders section appears above the line items. It lists the work orders for the services on the invoice's vendor account that fall within the invoice's billing period, so you can check each extra pickup, delivery, relocation or other requested action against what the hauler billed.

Each work order shows whether a charge on this invoice has been linked to it. Linking a charge to a work order records which charge paid for that work. The link shows on the work order and is carried onto the pickups Discovery creates when the invoice is approved.

Unlike incidents, work orders need no setup to appear on the audit page. There is no "Show on Vendor Invoice" setting and nothing to acknowledge. To learn how incidents appear in the same place, see Incidents on the Vendor Invoice Audit Page.

A work order appears on a vendor invoice's audit page when both of the following are true:

• Its service belongs to the invoice's vendor account. Every service on the vendor account counts, not only the services billed on this invoice. Services terminated more than three months before the invoice date are left out.
• Its date falls within the invoice's billing period. The billing period is worked out from the dates of the invoice's line items, including sales tax lines. It starts on the first day of the month of the day before the earliest line item date, and ends on the last day of the month of the day after the latest line item date. If the invoice has no line items yet, the invoice date's month is used.

The date Discovery uses for a work order is the first of these that is filled in:

1. Occurred At, the date the work was completed (shown as Occurred On on the audit page)
2. Scheduled with Vendor for (shown as Scheduled For on the audit page)
3. Client Requests Completion By

The section heading shows how many work orders were found, for example Work Orders (6). The section is open when there are work orders to show and closed when there are none. Click the heading to open or close it. When there are no work orders, the section reads "There are no work orders available for this invoice."

Each row shows:

• Status
• Requested Action
• Location Name, which links to the location
• Service, the service ID, which links to the service
• Hauler Reference #, or "Not Set"
• Requested By, or how the work order was received if no contact requested it
• Scheduled For
• Occurred On
• View, which opens the work order

At the end of each row, a green check means at least one line item on this invoice is linked to the work order. A red X means none is.

When an extracted invoice is processed into a vendor invoice, Discovery tries to link each charge to a work order on its own. A charge is linked only when all of these match:

• The service. The work order and the charge are on the same service.
• The date. The work order's date is the same day as the charge's date. For services with a Pioneer Compactor Monitor, see How do Vendor Invoices Affect Pickups? for how monitor work orders are matched over a range of dates.
• The type of charge and the requested action.

Charge types and the requested actions they match:

• Base, Per Occurrence and Per Unit charges → Empty and Return
• Extraneous Charge, Extra Pickup fee → Extra Pickup
• Extraneous Charge, Bulk Item Removal fee → Bulk Item Removal
• Extraneous Charge, Delivery or Initial Delivery fee → Delivery
• Extraneous Charge, Relocate fee → Relocate
• Extraneous Charge, Removal fee → Remove from Site
• Extraneous Charge, Swap fee → Commercial Bin Exchange

If more than one work order could match, Discovery looks for each work order's Hauler Reference # in the charge description. If the reference numbers of more than one work order appear, it compares the work orders' confirmed quantity with the charge's quantity. If it still can't tell which work order is right, or no reference number appears in the description, it leaves the charge unlinked for you to link by hand.

Work orders that were cancelled (Cancelled by Client, Cancelled by Vendor, Cancelled (duplicate work order) or Vendor unable to complete) are never linked automatically. Work orders that were Automatically Closed Due To Inactivity can still be linked.

You can link, change or remove a charge's work order while the invoice is Matched, Allocated or Invalid Allocation. Once auditing has started, line items can no longer be edited. To change them, roll the invoice back to Allocated first. Its work order links are kept.

1. Click Invoicing > Audit and open the vendor invoice.
2. In the line items, click the pencil icon (Edit Line Item) on the charge.
3. Make sure the charge has the right Type and Service. The Work Order field appears only for Base, Per Occurrence, Per Unit and Extraneous charges.

4. In Work Order, choose the work order. The list holds that service's work orders from the Work Orders section, grouped by date, and shows each one by its Hauler Reference # (or its ID if none is set).

   

5. Click Save Changes.

To link several charges at once, check them and click Bulk Assign. Choose the Type, the Service and the Work Order. All three are applied to every selected charge, and the work order must belong to the service you choose.

The work order linked to each charge shows in the W.O column of the line items, by Hauler Reference # or ID. "NA" means the charge is not linked.

From a work order, the Hauler Charges section at the bottom of the page lists the vendor invoice charges linked to it (up to 12), with the vendor invoice, description, service description and amount. Click Edit to open the vendor invoice.

• If your role can't view Audit, the section is empty and reads "No charges associated with this work order (yet)."
• The Edit link appears only if your role can manage Audit.

When the invoice is approved, Discovery creates its pickups, and each pickup created from a linked charge is linked to the same work order. Approving does not change the work order's status. To learn more, see How do Vendor Invoices Affect Pickups?

• Rolling back an invoice to Allocated or Audited keeps its work order links.
• Reprocessing an invoice rebuilds its line items from the extracted invoice. Links you made by hand are lost, and Discovery links charges automatically again.

• The Work Orders section appears only for people whose role can view Work Orders.
• Linking a charge to a work order requires permission to manage Audit.

To learn more, see Roles and Permissions.

If you have additional questions or need more in depth information, please feel free to send us a message using the help beacon in the lower right-hand corner.