TIPS & TRICKSSPECTRUM VERSION 14.X

MY UNAPPROVED INVOICES APP

The Unapproved Invoice app

lists all unapproved invoices by

operator.

Clicking any invoice on the list

links the user to their Invoice

Approval inbox.

TOP 10 UNAPPROVED INVOICES

Displays a list of operators with the greatest

number of unapproved invoices.

Clicking on the operator links the user to

that specific approver’s invoice approval

queue.

CHANGE DASHBOARD APPLICATIONS

Click the Settings (wrench) icon to change App color

schemes and refresh intervals.

UNAPPROVED INVOICES AGING TOTALS

Displays unapproved invoices aged by date.

Clicking a slice of the pie chart displays a list of

operators with invoices within the date range.

Clicking on the operator

directs the user to that

approver’s invoice approval

queue.

MY PROPOSED PURCHASE ORDERS

Provides a simple list of

Proposed POs for ‘My jobs”

Click links to Purchase Order

Entry (with PO in context).

ADD DASHBOARD APPS

Easy to add custom RSS Feed Dashboard Applications.

System Administration-Security-Dashboard Apps

Tip: Rss feed <> www address

Easy to add custom website or RSS feed Dashboard Applications.

Tip: Rss feed <> www address

“MY” POWER – IN JOB PROPERTIES – CONTACTS – KEY PERSONNEL

CUSTOM MENUS ON THE FAVORITES MENU

Add frequently used menu items (click the star on the menu)

Create custom groups of links (or menus) for consolidating work flow and segmenting tasks.

Select thebutton from the favorites bar to begin.

Once in the Menu Builder screen, select the Add

a New Menu button:

Assign the new menu a name

Use the panel on the left of the screen to add specificfunctions (screens, reports, etc) to the custom menu.

Once added, click on them to rename (the Contract Status Report could be renamed “WIP,” for instance).

A/P INVOICE APPROVAL EDIT G/L CODE

The Invoice Approval screen permits

the G/L account to be switched

when the cost type on the

distribution row is edited.

A new window will pop up when

multiple qualifying G/L accounts are

present to allow the user to select

the desired code.

AP ALTERNATE VENDOR LOCATIONS ON PO’S AND PAYMENTS

• One location for default payment address AND other locations for default purchase order (PO) address.

• The payment address will automatically default when creating a new PO or entering an invoice.

• The A/P Check Form uses ‘payment location’ as the ‘Payee’ on the check • Overriding vendor’s name and address from Vendor Main Properties.

• ‘Alternate Payee’ remains the highest priority override

VENDOR LOCATIONS

VENDOR LOCATIONS

Places to change default Location information. Purchase Order Entry

Vendor Invoice Entry

Change Invoice Due Date

Vendor Open Items.

Option available to enter an alternate ship-to job address.

The payment location information is viewed in Vendor Payment

History.

LOCATION OVERRIDE IN PURCHASE ORDER ENTRY

LOCATION OVERRIDE IN VENDOR INVOICE ENTRY

LOCATION OVERRIDE IN CHANGE INVOICE DUE DATE

CHANGE PAYMENT LOCATION ON OPEN ITEMS

OVERRIDE JOB SHIP TO ADDRESS ON PO’S

USING BLANK PHASE AND COST TYPE

Invoices are entered for a job: The AP entry person might not know

the phase and cost type – initial Data Imaging Collector

The phase and cost type can be left blank at the time of entry. The

approval person will fill in the appropriate phase and cost type when

reviewing the invoice.

For blank phase and/or cost type

the reviewer will see the following

Unassigned Phases column in

the upper portion of the screen:

And an Assign

Phases button in

the lower screen

The approval person must fill in the appropriate phase and cost type when reviewing the invoice by

pressing the Assign Phase button in the lower screen. The Phase and Cost type must be filled in

before the invoice can be approved.

A/P ZERO DOLLAR INVOICES

The Vendor Invoice Entry screen (above) allows users to enter

invoices with ‘Total amount = 0.00’ Set the ‘Total amount before tax’ to zero in the heading

Enter positive and negative detail lines in the grid

Recognized by Spectrum as a special type of invoice entry, allows

the user to save the transaction.

The A/P Transaction Update sends the “zero-dollar invoice”

directly to Vendor History

G/L DETAIL ANALYSIS INQUIRY

TIP: Sort by

Transaction

Number to display

Debits and Credits

per transaction

and easily spot out

of balance

scenerios.

JOB ANALYSIS - COST AND HOURS – SORT AND SAVE

USE SUB-FOLDERS TO MANAGE THE PROJECT LOG

Default: Correspondence, use the Email Subscriptions manager to direct emails to differently

DON’T FORGET THE SIMPLE THINGS:

Viewing - zoom in & out

Missing buttons at the bottom of the screen? Can’t see all the Dashboards in Setup?

<Shift> & “+” to make things bigger

<Shift> & “-” to make them return to normal size/smaller

Help! Application help, online website, Support Hotline.