Monthly report of billing accuracy by user.
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Overview | Samples | Variables | Alert Functionality | Best Practices & Tips | Related Alerts
Overview
Overview
Surveys of your customers will show that they care less about the number of years you have been in business and more about getting an accurate bill. This process will look at all your invoices and determine accuracy based on the total number of invoices divided by the negative dollar invoices. This alert is sent on the first of the month for the previous month by default.
Run Schedule: Monthly on the 1st at 9:15 AM
Type of Output: Email
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Sample
Sample
1. Contract Accuracy = Contract Voids / Contract Invoices
2. Fulfill Accuracy = Supply Voids / Supply Fulfills (includes zero-dollar invoices)
3. Avg Completion Days = the days between the Create Date of the Equipment Sales Order and the Created Date of the invoice for that Sales Order. (Not connected to RMAs)
**Please note Invoice Void will go against the original creator of the invoice (not against the user who voids, but wasn't the original creator of the invoice). Credit Memos are not a part of the calculations at this time.
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Variables
Variables
Variable W: Supply Order Types - List the sales order types that indicate the order is a supply order. Any order types with the string 'supp' are included automatically.
Variable X: Equipment Order Types - List the sales order types that indicate the order is an equipment order. Any order types with the string 'eq' are included automatically.
Variable Y: Branch Numbers - Enter the branch numbers to trigger on, leave blank for all branches.
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Alert Functionality
Alert Functionality
1. The alert only fires off monthly as we want to allow for voids/rebills/etc, throughout the cycle of an entire month. We are not able to set this one to send to you weekly.
2. You can find your sales order types in Tools - Lists and Codes - Sales Order Types:
3. We exclude Equipment Order Types from your TOTAL Admin Accuracy for the month, as it's accepted that voiding and re-billing of equipment invoices does not typically reflect an administrative error, rather it typically reflects serial# changes, model/accessory changes, order requirements, etc.
4. The alert tracks back to the UserID attached to the CreatorID of the record in AR Invoices. If your user isn’t logging in as themselves or if the e-automate Employee Record isn’t properly linked to the User, then the alert won't be able to identify the user for the transaction. We have alert ID221 to help identify these Employee Records.
5. The logic does count voids against the original creator of the invoice. It pulls a list of all Contract Invoices and Contract Credit Memos for the period and compares the total number to the number that have been voided, never mind by whom. We are looking only at the records created in the calendar month, not looking at when the voids are done. We are providing a snapshot for the previous month at the time the alert fires, with the understanding that other voids/invoices may be made further down the line.
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Best Practices & Tips
Best Practices & Tips
**We've had clients request how other dealers' stats are, but unfortunately, we aren't able to pull that information together and report on our site.**
We suggest that this get shared along with your Net Promoter Score as metrics that differentiate your company.
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Related Alerts
Related Alerts
ID221 - e-automate employee records not set up correctly
ID258 - Quarterly business review (if you are subscribed to ID142, the results will show in the QBR report)
ID467 - Daily activity report for e-automate users
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