There are several ways to open the Invoice Comparator and the quickest way after opening the ShipSure Procurement application is from the users own dashboard.

On the dashboard there is a Comparator Invoices widget and by clicking on the number (if there is one) this will open the comparator and display the vessels assigned to the user who's invoices are to be processed.

The application can also be opened by clicking on the Invoice Comparator Icon on the Blue Ribbon. This Icon is also available on any of the Purchasing Tabs within the Procurement Application.

Another way is to click on the ShipSure Icon then select Vessel Finance then Invoice Comparator:

Then select the vessel who's invoices are to be viewed either by typing the name of the vessel into the search box or selecting it from the Favourites, Fleet or Offices options.

After a vessel has been selected the invoices allocated to the Buyer and Supt. will appear in a grid, where they can be (depending on job role) Authorised, Processed, Deleted, Disputed, Marked as Part Paid and Viewed.

The Comparator grid displays the invoices, their status and related information.

Depending on the user viewing the Grid i.e. Purchasing or Technical officer will change the options available within the grid.

For example a Purchasing officer will not be able to Authorise and a Technical officer will not be able to Process invoices.

The invoices for both the Purchasing team and Technical team are displayed under the Assigned user names.

Each invoice status is indicated by a specific colour i.e. Green, Amber and Red.

Green status invoices which are 'Ready for Processing' can be Processed by the Buyer or Purchasing Manager.

Amber status invoices which are 'Pending' can be Mark Part (paid) or Deleted by the Buyer. The warnings at this level need to be cleared by the Buyer in order for them to be made ready for Processing

Amber status invoice which are 'Pending' can be Disputed and / or Authorised by the Supt. or Fleet Manager. The Supt. & Fleet Manager will only have Amber status invoices

Red status invoices with a 'Pending' can only be Deleted or have the Red warnings cleared before it can be processed.

The warnings at Amber and Red levels need to be cleared, approved or disputed in order for the invoice to go to the Green Status i.e. 'Ready for Processing'

The Summary view on the comparator grid displays any Warnings, Approval details, Invoice and Order Comparison, Other details and Disputed details for a selected invoice.

Only the Supt. or Fleet Manager can Authorise & Dispute invoices.

If an invoice has been Disputed the invoice must be Authorised by the Supt. or Fleet Manager before the Buyer can process it for payment.

Authorise Invoice

Select the invoice to be Authorised

Click on the Authorise Icon, the Authorise Comments window will open where the reason / comments for Authorising the invoice must be entered

After entering suitable comments the Authorise button will become available for selection

Click on the Authorise button

The invoice will automatically be transferred from the Supt. invoice listing to the Buyers invoice listing

Dispute Invoices

Select the invoice to be disputed

Click on the Dispute Icon, the Dispute Comments window will open where the reason / comments for Disputing the invoice must be entered

After entering suitable comments the Dispute button will become available for selection

Click on the Dispute button

The reason for the Dispute can then be viewed by all users in the Disputed Details grid when the invoice line is selected

Only the Buyer or Purchasing Manager can Process, Mark Part (paid) & Delete invoices.

Process Invoices

Only a Purchasing officer has the ability to Process an invoice

Where the Comparator Status reads 'Ready for Processing' and the Green status icon is displayed, these invoices can be selected for processing

Highlight the invoice then click on the icon to open and complete the Process Invoice window.

The correct amount for the PO Accrual (Outstanding) and / or the Delivery Amount Difference (Projected) amounts cannot be changed and if there is a difference less than USD $10.00 this can be cleared (not carried forward) by clicking the Clear Outstanding box.

Delete Invoices

Only a Purchasing officer has the ability to Delete an invoice

Select the invoice to be deleted

Click on the Delete Icon

Confirm that the selected invoice is to be deleted

A green bar will appear at the bottom of the screen confirming that the Invoice deleted successfully

Only a Purchasing officer has the ability to Mark Part of an invoice as part paid.

Where the Comparator Status reads 'Pending' and the Amber status icon is displayed, these invoices can be selected for Marking as Part paid.

Highlight the invoice then click on the icon. The invoice will change from Amber status (Pending) to Green status (Ready for Processing)

NOTE: The purchasing officer would know that there are other invoices due to be received for this order and processed.

All users can Create Memos and any memos created are automatically associated with the PO they are related to and stored within the Memo Tab of the order.

Highlight the invoice that the Memo is to be associated with, then select the icon.

The Create Memo window will open and all of the fields marked with *should be completed.

NOTE: If when selecting a recipient from the 'To' list and the Recipient Name & Email address and does automatically populate this means that these details are not in the system and need to be entered before they can receive a memo.

All users can view the Order Details summary.

Highlight the order to be viewed and then click on the icon to open the Order Details summary window.

All of the invoice comparator reports include the invoice number, and both the PO supplier and invoicing supplier.

The Refresh function will reload any new invoices and update the grid with any changes that have been made.

Users, with security rights, can edit the invoice details in the comparator (and status 10 in the PO screen)

Users cannot change the total amount of the invoice but can change the allocation of the amounts e.g. goods and freight split

Highlight the invoice to be edited and click on the icon

The Edit Comparator Invoice grid will open and allow the user to update the required details

Click on the button when complete.