Managing invoice files efficiently is crucial for the smooth operation of your business, especially when dealing with multiple wholesalers. This guide provides a comprehensive walkthrough on downloading invoice files from your wholesaler's website and uploading them into our system. Let’s ensure that you’re fully equipped to handle your invoice files with ease.
1. Downloading Invoice Files
The first step in managing your invoice files is to download them from your wholesaler's website. Our system is compatible with invoices from various wholesalers, but here, we'll focus on how to download files specifically from K&F and McKesson. Follow these steps to get started:
a. Navigate to Your Wholesaler's Website
Start by visiting the website of your wholesaler. Ensure you have the necessary credentials to log in and access the invoice section of the site.
b. Download the Purchase Order File
Once you’re logged in, locate the section where purchase orders or invoices are listed. You’ll be looking for the most recent invoices or the specific ones you need to process. Here’s how to proceed based on your wholesaler:
For K&F: Login to your K&F account. Click on "Account Management", then select "Purchase History Report". In the "Purchase history report" page, select your FROM DATE and TO DATE. You can select up to 1 year at a time. Then select "Narcotics" from the drop-down. Keep the defaults of Format: EXCEL and report type: Detail, then click "Submit". A new window will open and it will automatically download an excel file. Please note the location of this file. If it was the default, then it would be in the downloads folder.
For McKesson: Login to your Mckesson account. Click on "Finance", then select "Reporting". In the "Reporting" page, select "Narcotic and Controlled Substances". Select your desired date range in the "Calendar Periods" section. Note: Mckesson allows selection of 3 months at a time. However, do not worry about being exact as our system will handle overlaps and ensure there are no duplicate orders. Set the output option to "Export to Excel". Click on "Build Report". The file will download to your specified folder or to your default downloads folder.
2. Uploading Files
After downloading the necessary invoice files, the next step is to upload them to our system. This process not only saves the invoice data but also helps in managing duplicates and overlapping date ranges. Here’s how to do it:
a. Select and Upload the Downloaded File
Access the Upload Section: In our system, navigate to the “Invoice Management” or a similarly labeled section where you can upload files.
Choose the File: Click on the "Upload File" button and select the invoice file you downloaded from your computer. Ensure that the file format matches the system’s requirements.
b. System Processing
Once the file is uploaded, our system will automatically begin processing it. This includes:
Extracting Pertinent Information: The system scans the file for relevant invoice data, such as purchase order numbers, dates, and amounts.
Managing Duplicates: If there are any duplicate entries, the system identifies them and ensures that each invoice is only recorded once.
Overlapping Date Ranges: For invoices covering similar date ranges, the system intelligently manages these overlaps to prevent any discrepancies in your records.
Following these steps will streamline the management of your invoice files, from downloading them from your wholesalers to uploading and processing them in our system. If you encounter any issues or have any questions, please refer to our FAQ section or contact our support team for assistance. Remember, managing your invoice files effectively is key to maintaining accurate and up-to-date financial records. We’re here to help every step of the way.