ID283 was initially focused on solving ITT agreed rates but now can fully automate the accounts payable process, similar to what ID669 does for AR. Import the bill, ensure it is correct, approve it for payment, pay it online.
For ITT getting someone to service your out-of-territory equipment at a rate that makes sense for both parties can be a challenge. Ensuring that partner honors the agreed rates is even more difficult. This Power App (Code Apps) looks to solve this problem, provide a centralized system to manage ITT vendor service agreements and ensure accurate billing by validating invoices against those agreements. Interactive docs (by Claude).
Vendor contracts are difficult to manage and even harder to trust. Terms live in multiple places, change over time, and are rarely validated against what vendors actually bill. Rates drift, effective dates overlap, items fall out of scope, and discrepancies are usually discovered after the money is already gone, leaving teams to reconcile invoices manually and react after the damage is done.
This app centralizes vendor contract data into a single, structured source of truth that reflects how vendors actually bill. Contract programs, rates, items, and effective dates are maintained in one place and kept consistent over time, eliminating guesswork and reducing dependency on spreadsheets or tribal knowledge. AI assisted bulk import can be used to ingest existing contracts from PDFs, spreadsheets, or emailed documents, accelerating onboarding while keeping humans in control through review and approval.
As billing activity occurs, the app continuously compares expected contract behavior to real-world data. Mismatches are surfaced early, clearly explained, and tracked through resolution so issues can be addressed before revenue is lost. The app also uses AI to read and parse unstructured vendor invoices received by email, turning inconsistent PDFs and free-form layouts into usable data so every invoice can be validated, not just sampled.
Instead of static contract setup, teams gain an active system that improves billing confidence, reduces revenue leakage, and provides clear visibility into vendor performance and dollars at risk.
What's New in v2:
Version 2 is a major release that closes the loop into e-automate and adds a full quoting front end. Everything below ships with your CEO Juice subscription and can be turned on per client. The full walkthrough is in the interactive docs.
- Sales Orders into e-automate — win a deal or activate a contract and push it straight to e-automate as a sales order, carrying the agreed pricing and order type, with no manual order entry.
- Payments & AP write-back — reconciled invoices post back as AP vouchers and invoices, and approved bills can be flagged for AutoPay so payment routes to the payee automatically — with a duplicate-push guard and approval thresholds keeping it safe.
- CPQ quoting — reps pick a machine and its accessories come along as one package with a single price, quote against locked agreement pricing or build their own, and send a branded PDF; quotes revise and convert straight into a contract and sales order.
- Quote pipeline board — every quote on one board, Draft → Sent → Ordered → Converted, updating itself from what actually happened and showing each order's live e-automate status.
- Vendor programs / agreements — approved items and customers (co-op and multi-level hierarchies included) with ready-made machine configurations and reusable templates; contracts and quotes can't drift from what was bid, and a full pricing agreement imports from a spreadsheet.
- Deeper billing validation — optional checks for PO matching, serviceable-item coverage (built for IT/MSP resale), MSP cost allocation, and per-line coverage dates; every check flags for review, never silently blocks.
- You stay in control — every capability is a per-client switch, with your own branding on the quote PDF, per-person tab access, and amounts shown in your home currency.
Plus, dozens of workflows, matching, and reliability improvements throughout the app — see preview in the interactive docs.
Webinar
ID283 ITT & Automated AP App V2 Webinar (Recorded 7/23/26)
ID283 ITT & Automated AP Webinar (Recorded 5/28/26)
How It Works:
Invoices and contracts flow in from both sides, meet in the reconciler, and leave as e-automate vouchers and payment approvals. In every chart below: purple = a person acts, teal = automatic, gray = data or another system.
How invoices get in — every invoice arrives parsed into lines and matched before anyone touches it.
After approval — approved invoices reach accounting and payment without re-keying.
Where contracts come from — programs, imports, and quotes all end up as the contracts invoices are checked against.
What the reconciler checks — clean lines under your threshold approve themselves; everything else says why it’s flagged. The full 7-stage breakdown is under How Reconciliation Works below.
How Reconciliation Works:
Every invoice line is matched to the most specific row in the contract — by Equipment > Item > Meter Type > Description > Effective Date — the expected amount is calculated using the contract’s pricing model with rate-schedule escalation, the variance is computed (LineAmount minus ExpectedAmount), and a set of exception checks runs: tolerance breach, missing quantity, meter allowance mismatch, supplies on/off contract, below minimum billing, duplicate invoice, customer not approved on a vendor program. Clean lines auto-approve; anything flagged lands in the Recon Inbox for review. The full 7-stage breakdown is on the documentation page.
This article explains every field, toggle, dropdown option, badge and term you will see in the ID283 Vendor Service & Billing Validation app, screen by screen. Use it when a setting on a vendor contract, program, or invoice is not self-explanatory. For the overview, webinar and technical requirements see the main ID283 Overview & Sample article.
How to read the tables. Where a column says Affects validation, "Yes" means the reconciliation engine reads that value when it checks vendor invoices. "No (reference)" means the value is stored on the record for your team's information, reporting, and the printed agreement, but does not change whether an invoice is flagged. Fields marked feature-gated only appear when an Admin turns the related feature on under Admin > Defaults > Features.
Technical Requirements:
Before we install in your Microsoft tenant, your IT prepares three things (the full plain-English checklist is on the documentation page):
- Your tenant is ready — Dataverse capacity available for a new Production environment (~1 GB free), an on-premises Data Gateway installed connecting Power Platform to your e-automate SQL Server, and a Power Apps Premium license for each app user (per-user plan or Pay-As-You-Go — PAYG bills only the users who actively access the app each month).
- A "CEOJuice" user account in your tenant with the Power Platform Administrator role assigned, MFA already registered (sign in once at aka.ms/mysecurityinfo in a modern browser to add an Authenticator app or phone), and a Power Automate Premium license. Credentials are shared securely with the CEO Juice deployment team — we deploy as a regular user in your tenant (not a service principal).
- A security group for app users — a Microsoft Entra Security group (not a Microsoft 365 group or distribution list) with users added directly (nested groups are silently not honored by Power Platform — members appear to be in the group but get a “no access” error on the data). After install, your IT manages who has access by adding or removing members from this group.
Plus, Copilot credits for the AI invoice parsing — purchase your preferred way, the pay-as-you-go option is typically easiest: Microsoft 365 Copilot Pricing – AI Agents | Copilot Studio.
Jump to a specific section by clicking a link
Key Terms | Vendor Contract | Contract Pricing Lines | Rate Schedules & Tiers | Programs / Agreements | Configurations | Recon Inbox | Flags & Reasons | Side-by-Side | AP & Bulk Import | CPQ Quotes | Admin Settings
Key Terms
Key Terms
These terms are used throughout the app. Several look alike but mean different things, especially the four kinds of dates.
| Term | What it means in ID283 |
| ITT | Inter-Territory Transfer. Equipment sold by one dealer but serviced by another (out-of-territory). The "selling dealer" won the deal; the "servicing dealer" does the work and bills for it. Many of the contract settings exist to record the terms between those two dealers. |
| Vendor Contract | The agreement in ID283 that says what a vendor (a servicing dealer, manufacturer, or any supplier) is allowed to bill you, and at what rates. Vendor invoices are validated against it. Not the same as an e-automate service contract. |
| EA Customer Contract | The service contract in your e-automate that covers the customer's equipment. A vendor contract can be linked to one so ID283 can check equipment quantities and coverage dates against it. |
| Program / Agreement | A vendor's pricing program or manufacturer agreement (for example a cooperative purchasing award). It holds the approved items with agreed prices, the customers entitled to that pricing, and the machine configurations. Contracts and quotes bound to a program are held to its pricing. The nav label reads "Vendor Programs / Agreements" because different vendors use different words for the same thing. |
| Configuration | A bundle rule on a program: a host machine plus the accessories that must always be sold and billed with it. An invoice that bills the host without a required accessory is flagged. CPQ uses the same configuration to drop a complete, pre-priced package onto a quote. |
| Template | A configuration that belongs to no program. Build it once in the Configuration Templates library, then pull it into any program with "Add from Template". |
| Pricing Line / Contract Detail | One row under a vendor contract that prices one machine, item, or service. It carries the base rate, meter allowances, overage rates, and the dates that rate is valid. The engine matches each invoice line to the most specific pricing line it can find. |
| Pricing Model | How a pricing line charges: Flat Rate, Base Plus CPC, CPC Only, Minimum Plus CPC, or Item Only. It tells the engine whether to expect a base charge, a per-click (usage) charge, both, and whether a quantity is required. |
| Meter Type, Allowance, Overage | Meter type is the counter being billed (B&W, Color, Total, as defined in e-automate). Allowance is the number of copies included in the base rate. Overage is the per-copy rate charged beyond the allowance. Each pricing line has up to three meter slots. |
| Rate Schedule | A reusable escalation ladder (for example 5% every 12 months) assigned to a contract. A Base schedule escalates the base rate; an Overage schedule escalates the per-copy rates. This is what the engine uses to compute today's escalated rate. |
| Meter Tiers | Volume bands on one meter of one pricing line (0 to 10,000 copies at one rate, 10,001 and up at another). When tiers exist they replace the flat overage rate during validation. |
| Contract Term (Start / End Date) | The window of invoice dates the contract applies to. An invoice dated outside the term will not match the contract at all. |
| Rate Effective Dates | On a pricing line: the window during which that particular rate is the current version. When rates change mid-contract, close the old line's effective window and add a new line. The engine picks the line whose effective window contains the invoice date. |
| Coverage Dates | The service period an invoice line (or a contract pricing line) actually covers, for example March 1 to March 31 for a monthly base charge. Separate from the invoice date and from the contract term. |
| Quote Date / Valid Until | CPQ only. When a quote was prepared and how long its pricing is good for. These never become contract dates and never affect validation. |
| Expected, Variance, Impact | Expected is what the contract (or PO, or program) says a line should cost. Variance is billed minus expected: positive means you were overbilled, negative means underbilled. Impact is the total variance across an invoice. |
| Tolerance, Hard Stop | Admin-set limits. A variance inside the dollar and percent tolerances can auto-approve. A variance above the Hard Stop always requires a person, no matter what. |
| Auto-Approved | A line the engine matched cleanly, within tolerance, with no flags. It needs no line-level reviewer. The invoice itself still walks through the approval stages. |
| Approval Stage | The invoice-level workflow: Entered, then Validated (one person confirms the numbers), then Approved for Payment (a second person signs off), then the live e-automate voucher status once pushed. Exception is the off-track state. |
| Line Review Status | The per-line working status (Pending Review, In Progress, Approved, Rejected, Resolved, and any statuses your Admin adds). Separate from the invoice's Approval Stage. |
| Customer-Side Rates / Two-Sided | Feature-gated. Alongside what the vendor bills you (the validation target), the app can also store what you bill your end customer. Customer-side rates are reference and quoting data only; they are never validated because there is no vendor invoice to compare them to. |
| Selling / Install / Service Comp | Three separate compensation buckets on an agreement item: the commission to the selling rep or dealer, the payment for installing, and the payment for ongoing service. Internal only, never printed for the customer. |
| Copy Charge (customer vs dealer) | Customer copy charge is the per-copy overage rate you bill the customer. Dealer copy charge is the per-copy cost you pay the vendor for the same clicks, used for margin. |
| Rebate | Money the vendor or manufacturer pays back to you on an item, as a percentage or a flat amount per unit. Not a customer discount. When a rebate is expected, the line shows "Rebate: $x" and will not auto-approve until someone confirms it. |
| NASPO, IFF, GSA | NASPO is a government purchasing cooperative. IFF is the Industrial Funding Fee, a fee some government (GSA-style) agreements pass through as a separate invoice line. "GSA (%)" on a contract is the contracting dealer's compensation percentage on such an agreement, not a fee. |
| Evergreen | Feature-gated. A contract that auto-renews with no fixed end date. Turning it on clears the End Date so invoice matching stays open-ended. |
| QC- and QV- quotes | CPQ quote number prefixes. QC- is a customer quote (you are selling); it ends with an e-automate sales order. QV- is an ITT vendor quote (you are buying from another dealer); it converts into a live vendor contract. |
| Push to e-automate | Creates the AP voucher (or PO voucher) for a validated invoice in your e-automate through the CEOJuice client API. Feature-gated. |
| Send to Payments | Feature-gated. Notifies the vendor's CEOJuice Payments portal that an invoice is approved and sends it to your Payments portal for processing. It is a notification and hand-off; how and when the bill is paid is decided in Payments, not in ID283. |
| PO Match (2-way / 3-way) | Feature-gated. 2-way compares the invoice line's price and quantity to the open purchase order. 3-way also checks billed quantity against quantity actually received. |
| MSP Bill Allocation | Feature-gated. Splits a lump-sum vendor bill (typical for IT/MSP licensing) across the customer service contracts that cover the billed item, pro-rated by covered quantity, and flags drift. |
| Coverage Validation | Feature-gated. Flags an invoice line that bills more serviceable items than your active service contracts cover. |
| Unmatched Vendor | A contract whose vendor name came in from an import or parse but has not been linked to a real e-automate vendor record. Invoices can never match an unlinked contract. Fix it on the Unmatched Vendors screen. |
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Vendor Contract
Vendor Contract (All Contracts screen)
Open Vendor Contracts > All Contracts and pick a contract. The right panel has three cards: Contract Information, Contract Settings, and ITT Settings. Text and number fields save automatically about a second after you stop typing; toggles and dropdowns save immediately.
Contract list and toolbar
| Field / Control | What it means |
| Search box | Searches contract number, e-automate contract number, vendor, program, and every pricing line's equipment number, item, and description. Type a serial or machine number and it finds the contract that prices that machine. |
| Active only | On by default. Hides inactive contracts from the list. Display filter only. |
| Sort | Number, Vendor, Program, Active, or Updated. Click again to flip direction. |
| Bulk Import | Opens the spreadsheet/AI contract import (see AP & Bulk Import). |
| Merge (n) | Appears when two or more contracts are checked. Pick the one to keep; the others' pricing lines and matched invoices move to it and the other contracts are permanently deleted. Requires a confirmation checkbox. |
| Active / Inactive badge | Whether the contract is eligible for invoice matching. |
| Vendor not linked badge | The contract has only a raw vendor name, not a real e-automate vendor. No invoice can match it until the vendor is picked. |
| EA: (number) | The linked e-automate customer service contract. |
| View Invoices | Opens the Recon Inbox filtered to invoices matched to this contract. |
| Export PDF | Prints the agreed vendor-side base and overage rates per machine as a branded PDF to send to the servicing dealer. Not a signed agreement. |
| Create Sales Order | Feature-gated (Create Sales Order). Pushes the contract's item and equipment lines into e-automate as a sales order. Disabled when the contract has no item or equipment lines. A green banner shows if an order was already created from this contract. |
| View Details | Opens the pricing lines. The badge is the number of lines. |
Contract Information card
| Field | What it means | Affects validation |
| Contract Number | The vendor's own agreement or contract reference. The invoice parser tries to match a contract number it reads on the invoice to this. | Yes (matching aid) |
| Active | Whether the contract is live. Turning it off makes every future invoice from this vendor go Unmatched. | Yes, hard gate |
| EA Customer Contract | The e-automate service contract this vendor contract supports. Used to auto-fill equipment quantities on pricing lines and to check that the equipment is on an active contract and that billed coverage dates fall inside the e-automate contract dates. | Yes (review flags only, never blocks) |
| Vendor | The e-automate vendor who bills you. This is the primary match key: an invoice from vendor A can only match contracts for vendor A. | Yes, hard gate |
| Program | Binds the contract to a vendor program / agreement. Once bound, every pricing line's item must be an approved item on the program and its agreed prices and comps cannot be changed on the contract. The engine also checks invoice pricing against the program and checks configuration completeness. | Yes |
| Start Date / End Date | The contract term. Only invoices dated inside this window can match. Leave End Date blank for an open-ended contract. When End Date is in the past, a Termination Reason dropdown appears. | Yes, hard gate |
| Evergreen (no end date) | Feature-gated. Marks the contract as auto-renewing and clears the End Date so matching stays open-ended. | Yes (through the cleared End Date) |
| Termination Reason | Why the contract ended. Options are maintained in Admin > Reference Data. | No (reference) |
| Notes | Free text. | No |
Contract Settings card
Billing, service, and term settings that apply to any vendor contract. Most of these record the commercial terms so they live with the contract and print on the agreement PDF. Only the ones marked Yes change how invoices are checked.
| Field | What it means | Affects validation |
| Use Manufacturer Rates | The contract prices off the manufacturer's published rate card instead of individually negotiated rates. Records the intent; the expected rates still come from the pricing lines you enter. | No (reference) |
| Auto Term Renewal | The contract has an auto-renew clause. Nothing extends the End Date automatically; use Evergreen if you want matching to stay open. | No (reference) |
| Staples Included | Staples are covered by the base rate. | No (reference) |
| Toner Inclusive | Whether toner is included in the base rate and, if so, which grade the contract requires: No (toner billed separately), OEM (manufacturer toner included), or Compatible (aftermarket toner included). Use it to answer "should this toner line be on the invoice at all?" The automated toner double-charge check reads the Supplies Included toggle on each pricing line, not this field. | No (reference) |
| Meter Collection Resp | Who is responsible for collecting meter reads for billing: Dealer Collects, Vendor Collects, or Customer Reports (the customer self-reports). | No (reference) |
| Order Type | Your e-automate sales order type (federal, state, local, commercial, or whatever your order types are). Tags the deal for GSA/IFF reporting and rides along on the sales order push. Blank uses the e-automate default. Hidden if the app cannot reach your order types. | No (affects sales order push only) |
| Pop Message | A message for staff that should pop up when this contract or its equipment comes up elsewhere (for example at invoice matching). | No (reference) |
| Base Volume Allowed / Unlimited | Contract-level statement of how many copies are included in the base rate. Toggle Unlimited when there is no cap. Informational: the per-meter Allowance on each pricing line is what the engine checks overage against. | No (reference) |
| NASPO IFF (Applies) and IFF % | Feature-gated (NASPO / IFF Fields). Turn on when the agreement is subject to an Industrial Funding Fee. The engine then recognizes fee lines on the invoice as IFF instead of leaving them Unmatched. If you enter the percentage, it also checks the fee amount against that percent of the rest of the invoice. | Yes |
| GSA (%) | The contracting dealer's compensation percentage on a GSA-style agreement. Not a separate fee. Shown only when Customer-Side Rates is on. | No (reference) |
| Require Min Billing / Min Billing Amount | The contract guarantees a minimum invoice amount regardless of usage. Any invoice below the minimum gets every line flagged Below Min and will not auto-approve. | Yes |
| Term Notification Days / Notes | How many days before End Date a renewal or expiration notice should go out, and notes to accompany it. | No (reference) |
ITT Settings card
Out-of-territory partner-dealer terms: who gets billed, who the customer calls, and the install and logistics fees. All of these are reference data so the paperwork lives with the contract; none change invoice validation.
| Field | What it means |
| Bill To Selling Dealer | Billing goes to the dealer who sold the contract rather than the dealer servicing it. Contracts with this on are counted as ITT on the Vendors screen. |
| End User Contact Routing | Who the end customer contacts for service issues: Dealer, Vendor, or Customer Direct. |
| Install Amount | The agreed installation fee. |
| Install Includes Setup Toner | The install charge already covers the starter toner, so it should not be billed separately. |
| Charge For Pickup / Pickup Fee | Whether end-of-term equipment pickup is billable, and the agreed fee. |
| Storage Fee | Fee for storing surrendered equipment after pickup. |
| Trucking Company | The carrier used for pickups and moves. |
| Surrender Terms | The equipment surrender clause at end of term. |
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Contract Pricing Lines
Contract Pricing Lines (Contract Details screen)
Click View Details on a contract. Each pricing line prices one machine, item, or service. When an invoice arrives, the engine matches each invoice line to the most specific pricing line it can find, in this order: Equipment, then Item, then Meter Type, then Description, then the newest Rate Effective Start. A contract with no pricing lines cannot produce an expected amount, so all of its invoices show as Unmatched.
Toolbar and line header
| Control | What it means |
| Details (n) | Count of active pricing lines. |
| Show inactive (n) | Reveals deactivated lines. The engine ignores inactive lines. |
| Break out (n) | Appears when lines are checked. Moves the checked lines into a new contract that copies this contract's header (vendor, program, dates, settings). Invoice links follow. Use it to split one omnibus contract into per-site or per-machine contracts. |
| Add New Detail | Opens the new pricing line form. |
| Agreement banner | Red or amber bar listing lines that do not match the bound program agreement (not an approved item, price differs, configuration incomplete). A blocking issue prevents that line from being used until fixed. |
| Rate shown as $X → $Y | Contracted rate, then the rate in effect today after rate schedule escalation. |
| Trash icon | Deactivates the line (soft delete). It is hidden from matching but kept for history. |
Pricing line fields
| Field | What it means | Affects validation |
| Description (required) | The label for the line. Auto-fills from the picked equipment or item. Also the lowest-priority match key: an invoice line whose description contains this text can match here. | Yes (match key) |
| Quantity | Quantity for item-based pricing. When the contract is linked to an EA customer contract, it auto-fills from the quantity of that item on the e-automate contract. Pricing models that need a quantity flag the invoice line "No Qty" when it is missing. | Yes |
| Base Rate / Base Rate (current) | The contracted base or monthly charge. On an existing line the box is read-only and shows today's escalated rate; when escalation has applied, "Original: $x" shows the contracted figure underneath. | Yes (becomes Expected) |
| Base Rate Escalation % | A note of the line's annual base escalation percentage. The engine computes escalation from the contract's assigned Base rate schedule (see Rate Schedules), so assign a schedule if you want escalation applied at validation. | No (reference; use Rate Schedules) |
| Program Purchase Price | The equipment's purchase or lease cost under the program. Compared to the program's agreed purchase price; a mismatch flags "Pgm Mismatch". Not used for customer billing. | Yes (when a program is bound) |
| Rate effective start / end | The window during which this rate is the current version. The engine only uses a line whose effective window contains the invoice date. To change a rate mid-contract: end the old line's window and add a new line. | Yes, hard gate |
| Coverage start / end | The service period this specific line covers. Separate from the contract term and from the rate-effective dates. An invoice billing a period outside this window is flagged "Contract Window". | Yes |
| Equipment | The specific machine (serial or equipment number from e-automate). Highest-priority match key. A red warning appears if the machine is not on any active e-automate service contract; invoices billing it will be flagged "No EA" until it is. | Yes (match key) |
| Item | The e-automate inventory item. Second-priority match key. On a program-bound contract only approved items can be picked, and picking one pre-fills the agreed pricing. | Yes (match key) |
| Pricing Model | Flat Rate: one charge, no meters (the meter grid is hidden). Base Plus CPC: a base charge plus per-copy overage above the allowance. CPC Only: per-copy charges only. Minimum Plus CPC: a minimum charge plus per-copy. Item Only: priced per item quantity. The model tells the engine which charges to expect and whether a quantity is required. | Yes |
| Supplies Included | Whether supplies (toner, cartridges, drums, ink) are covered by this line's rate. On: any supply line on a matching invoice is flagged "Supplies Incl" as a possible double-charge. Off: a supply line is flagged "No Supplies" so you can verify it was ordered. Either way the line waits for a person. | Yes |
| Active | Inactive lines are invisible to matching. | Yes, hard gate |
Meter Pricing (hidden for Flat Rate)
Three meter slots per line, typically B&W in slot 1, Color in slot 2, and a spare. The engine uses the slot whose meter type matches the invoice line; if none match it falls back to slot 1.
| Field | What it means | Affects validation |
| Meter Type | Which counter this slot prices, from your e-automate meter types. Third-priority match key. | Yes |
| Allowance | Copies included in the base rate before overage applies. The engine computes expected overage copies as usage minus allowance and flags "Ovg Qty" when the vendor billed a different number of overage copies. | Yes |
| Overage Rate | The per-copy rate beyond the allowance. Becomes the expected rate for meter, usage, and CPC lines. "Current: $x" appears when an Overage rate schedule has escalated it. | Yes |
| Escalation % | A note of this meter's annual escalation. As with the base rate, the engine escalates from the contract's Overage rate schedule. | No (reference; use Rate Schedules) |
| Meter n Tiers… / "n tiers" badge | Opens the volume-band editor for that meter. The badge means the line is tiered rather than flat. | Yes |
Program agreement pricing (program-bound contracts only)
When the contract is bound to a program and the line's item is an approved item, six fields are pre-filled from the agreement and must match it: Customer price, Selling comp, Install comp, Service comp, Copy charge (customer), Copy charge (dealer). A value that differs from the agreement is outlined red and is not saved. Change the agreement on the program if the agreed amount is wrong.
Customer Billing Rates (Customer-Side Rates feature only)
When Customer-Side Rates is on, each line shows a second rate block, "Customer Billing Rates", under the vendor rates. The vendor block is labelled "Servicing Dealer Compensation Rates: what the vendor bills the dealer, the validation target." The customer block holds Cust Base Rate, Cust Base Escalation %, Cust Allowance, Cust Overage, and Escalation % for each meter. The meter type is shared with the vendor side. Customer-side values are for reporting and quoting only and are never validated.
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Rate Schedules and Tiers
Rate Schedules & Meter Tiers
Rate schedules are built once in Admin > Reference Data and assigned to contracts on the Contract Details screen (the Rate Schedules section at the top). This is the mechanism the engine uses to apply escalation; if no schedule is assigned, rates never escalate.
| Field | What it means |
| Base / Overage badges | Which schedule types are assigned. Base escalates the included/minimum billing rate. Overage escalates the per-copy rate charged beyond the included volume. A contract can have one of each. |
| None assigned | No escalation is applied; the engine uses the contracted rate as-is. |
| Schedule | Which escalation ladder to apply. Only schedules of the matching type (Base or Overage) are offered. |
| Start Date | The anchor date. Each increase date is Start Date plus (cycle number times the billing cycle length). |
| Use renewal date | Records that cycles should count from the contract's renewal date rather than the fixed Start Date. |
| Cycle | The billing cycle (Monthly, Quarterly, Semi-Annual, Annual) the schedule counts in. Maintained in Admin > Reference Data > Billing Cycles. |
| Escalation timeline: Cycle, Increase Date, Increase, Method, Round To | Every step in the ladder. Cycle is the billing cycle number the increase fires at (12 = after one year of monthly cycles). Method Percentage compounds the rate; Fixed adds a flat dollar amount. Round To is the decimal precision of the escalated rate. Increases are cumulative: every step whose date has passed is applied in order. The row marked with an arrow is the step in effect today. |
| Unassign (X) | Stops applying the schedule from the next run. |
Meter Tiers dialog
| Field | What it means |
| From (copies) / To (blank = no cap) | The volume band. Leave the last band's To blank for an open-ended top tier. Bands cannot overlap. |
| Rate | The vendor's per-copy rate for that band. When tiers exist they replace the line's flat Overage Rate during validation; the band covering the billed quantity is used. |
| Cust Rate | Customer-side rate for the band (Customer-Side Rates feature only). Reference only. |
| Save Tiers with no rows | Clears the tiers and returns the meter to its flat overage rate. |
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Programs and Agreements
Vendor Programs / Agreements
A program (or agreement) is your pricing playbook with one vendor: approved items with agreed prices, the customers entitled to that pricing, and the machine configurations. Contracts and quotes bound to a program cannot drift from what was agreed.
Program header (Programs screen)
| Field | What it means |
| Program Name (required) | The agreement's display name. |
| Program Code (required) | Your short identifier, typically the contract or award number. Must be unique per vendor. Bulk agreement import uses it to find and update an existing agreement instead of creating a duplicate. |
| Program Type | Free text describing the arrangement (Agreement, Rebate, Co-op). Descriptive only. |
| Start Date / End Date | When the program pricing applies. Blank End Date shows as Ongoing. |
| Vendor (required) | The e-automate vendor or manufacturer you hold the agreement with. |
| Vendor Costing Type | Fixed: the vendor's cost is a set dollar amount per item. Percent of List: cost is a percentage of list price. Percent-of-List program prices cannot be verified automatically, so those invoice lines are flagged for manual verification. |
| Active | Whether the program is in force. Inactive programs are kept for history but drop out of pickers and matching. |
| Description / Notes | Free text. Notes appear only on this edit form. |
| Orders badge / Ready for orders | Sign-off that the agreement is fully built (items, customers, configurations) and reps may quote and order against it. A quote bound to a program that is not ready cannot convert or create a sales order. When you turn it on, the app offers to email your Customer Ops address (set in Admin > Operations). |
| View Details | Opens approved items, configurations, and approved customers. The badge is the combined count of items and customers. |
| Delete Program | Shows how many contracts, items, customers and configurations reference the program, then hides it everywhere and deactivates its items, customers and configurations. Contracts keep their history. Different from Inactive. |
| Import | Opens the Agreement Import wizard to load a vendor price file (see AP & Bulk Import). |
Program Details header
| Field | What it means |
| Customer | The single customer the program is scoped to at the header level, or All. Multi-customer and co-op coverage is handled by the Approved Customers list below, not this field. |
| Rebate | The program-wide rebate the vendor pays back to you, as a percentage, a flat amount, or both. Per-item rebates are set on each approved item. |
| Notify Customer Ops | Opens a pre-filled email telling your order-processing team the agreement is ready. Only shown when Ready for orders is on and a Customer Ops email is configured. |
Approved Items & Equipment
The items and machines the agreement covers and the agreed prices for each. Anything billed under the program that is not on this list is flagged. Each item is identified by one of three things: an Item (catalogue SKU), a specific piece of Equipment (by serial), or a Model Pattern.
| Field | What it means |
| Item | An e-automate inventory item or SKU. The usual choice. |
| Equipment | One specific physical machine by serial or equipment number. |
| Model Pattern | A wildcard that covers a family of machines by model prefix, for example C550* matches every C550 variant, so you do not have to list every serial. |
| Selling Price | The program's list selling price for the item. |
| Purchase Price | What the vendor should charge you for the item. This is the figure invoice costs are compared against. |
| Customer price | What the end customer pays under the agreement. This pre-fills configuration accessory pricing and contract lines under this program. Distinct from Selling Price (the program list price) and from the comps (which the customer never sees). |
| Selling comp | Commission paid to the sales rep or selling dealer for this item. Internal only. |
| Install comp | Compensation for installing the item, which on a multi-dealer agreement may go to a different dealer than the seller. Internal only. |
| Service comp | Compensation to the dealer servicing the item ongoing. Internal only. |
| Copy charge (customer) | Per-copy overage rate billed to the customer once included volume is exceeded. |
| Copy charge (dealer cost) | Per-copy rate you pay the vendor for the same clicks. Used for margin, never billed to the customer. |
| Rebate Type / Rebate | Percentage (%) or Fixed ($), then the amount. The rebate the vendor pays back to you for this item. Blank type means no per-item rebate. When set, invoice lines for the item show "Rebate: $x" and wait for a person to confirm the rebate before approving. |
| Active / Deactivate | Whether the item is still part of the agreement. Deactivating hides it but keeps history. |
Approved Customers
| Field | What it means |
| Approved Customers list | Which of your e-automate customers are entitled to this program's pricing. One agreement can have many approved customers, which is how a cooperative agreement covering many member entities is modelled. If the list has at least one customer, an invoice claiming program pricing for a customer not on the list is flagged "Not Approved". Leave the list empty to apply the program to all customers. |
| Customer Type Code | A free-text tier or class for this customer within the agreement (Preferred, a co-op member class, a pricing band). Descriptive only. |
| Active / Deactivate | Whether the customer is still entitled. The customer itself cannot be changed after adding; deactivate and add the right one. |
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Configurations
Configurations & Configuration Templates
A configuration is a parent/child bundle: a host item (the machine) plus the accessories that must always be billed with it. An invoice billing the host without its required accessories is flagged "Config". CPQ adds the whole bundle to a quote in one click. Configurations are built inside a program under Program Details; the Configuration Templates screen is the same builder for reusable bundles that belong to no program.
| Field / Column | What it means |
| Configuration Name / Description | The bundle's name (unique within the program) and an optional note. |
| Host item (parent) | The machine at the center of the bundle. Only items flagged as a Host model in e-automate can be picked (the printer, not its toner). |
| Related accessories for this host | The accessories e-automate already links to this host (its Related Items / bill of materials). Click a chip to add one, or Add all. Pricing pre-fills from the program's approved item where one exists. |
| Add unrelated item (flagged) | Adds an accessory that is not on the host's e-automate related items. Allowed, but the row shows an Unrelated badge so someone confirms it belongs. |
| Groups (Accessories, Document Feeders, Fax Options, Finishers, Print Options, Software, Supplies, or a custom group) | Category bands that organize and subtotal the accessory grid. They do not drive any rule. Drag rows or use "Move n to…" to regroup. |
| Required | On (default): invoices billing the host without this accessory are flagged. Off: the accessory is optional and shows as "(optional)". |
| Min / Max / Default | User-select options for reps: the minimum and maximum quantity a rep may pick for this accessory on a quote, and the quantity pre-filled. |
| Qty | The enforcement quantity. When set, the invoice must bill at least this many of the accessory or it is flagged. Blank means presence only. Also the multiplier for the grid subtotals. |
| Base cost | Your cost for this accessory on this bundle. Local to the configuration; it never writes back to the e-automate item record. |
| EA cost (read-only) | The item's vendor cost pulled live from e-automate (preferred-vendor cost, else average vendor cost, else average inventory cost) for comparison. |
| Customer price | What the customer pays for the accessory in the bundle. Pre-fills from the program's approved item. |
| Sugg. price (read-only) | The item's default price from the e-automate Prices tab, for comparison. |
| Selling comp / Install comp / Service comp | Same three compensation buckets as on approved items. Internal only. |
| Out cost group | A free-text label carried over from legacy quoting tools for grouping and reporting. No engine behind it today. |
| Auto cost | On: this line's cost re-derives automatically when the rep changes price level or totals. Off: the cost you typed stays. |
| Auto Price | On: this line's price re-derives when totals or margin change. Off: the price you typed is fixed. |
| Roll-up | On: the accessory rolls into the host's single price line on the printed quote. Off: it prints as its own line with its own price. |
| Group total / Configuration total | Quantity-weighted subtotals of base cost, customer price, and the three comps. |
| Save as template (icon) | Copies this configuration into the Configuration Templates library for reuse on other programs. |
| Add from Template | Creates an editable copy of a library template inside this program. The template itself is unchanged. |
| Export pricing | Downloads an Excel audit of every configuration's pricing, cost and comps. |
| Deactivate configuration | Stops enforcing the bundle rule on invoices. The accessory list is kept. |
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Recon Inbox
Recon Inbox & Invoice Approval
The Inbox lists vendor invoices grouped by invoice, with the costliest mismatches first. An invoice appears while any line needs review, or for 30 days after it was resolved or auto-approved. After that it ages out of the default view; use the Status filter to retrieve it. Nothing is deleted.
Tabs, filters, and list columns
| Field | What it means |
| My Queue | Active invoices with at least one line assigned to you. |
| All | Every active invoice in the team queue, regardless of assignee. The default tab. |
| Approvals | Invoices someone has marked Validated that now need a second person to Approve for Payment. |
| Approved | Invoices approved for payment, plus fully auto-approved invoices waiting for their approval stages. |
| Status filter | Filters on the invoice's line review status. Options are your Recon Statuses from Admin. Picking any status also reveals closed invoices that are normally hidden. |
| Priority filter / Sort | High, Medium, Low. Sort by Priority (default: High first, then largest dollar impact), Date newest or oldest, Amount, or Impact. |
| Search | Searches invoice number, vendor, serial, equipment and model numbers across every line. |
| Status column | The highest-severity line review status on the invoice, rolled up. Duplicate and Rejected rank worst; Approved and Cancelled rank last. |
| Approval stage column | Where the invoice is in the approval workflow: Entered, Validated, Approved for Payment, or Exception. |
| Priority column | System-computed from variance severity and parse confidence (70% variance, 30% confidence). 70 and above is High, 40 to 69 Medium, below 40 Low. Changing it sets a manual override. |
| Lines done | Lines marked Resolved or Auto-Approved out of total lines. |
| Matched | Lines matched to a vendor contract out of total lines. |
| Amount | Sum of the invoice's line amounts. |
| Impact | Total dollar variance across all lines (billed minus expected). Red means overbilled, green underbilled. Not the invoice total. |
| Date and (Nd) | Invoice date, and the number of days since the oldest unresolved line arrived (days outstanding), not days since the invoice date. |
| View original invoice (icon) | Opens the stored PDF the parser received, when there is one. |
Invoice header and approval stepper
| Field / Action | What it means |
| Link Invoice to Contract | Links every line of the invoice to one contract. Each line is matched to a pricing line within it by equipment or serial; if the contract has one pricing line, every line uses it. Expected and variance recompute. |
| Email Vendor | Opens a pre-filled email listing the flagged lines with invoiced, expected and variance amounts. Uses the email on the e-automate vendor record. |
| PO Number | Captured from the AP voucher or the parsed invoice; editable. Saving re-checks the invoice against open POs when PO Match is on. |
| Coverage | The billing period covered by the invoice's lines. Not the contract's start and end dates. |
| Days Outstanding | Days since the oldest unresolved line was created. |
| Approval stage stepper | Entered → Validated → Approved for Payment → In e-automate. Once pushed, the last stage shows the live e-automate voucher status (Open, Partially Paid, Paid, On Hold, Void). An Exception renders off-track in red. |
| Mark Validated | "I reviewed this invoice and the numbers are right." First signature. |
| Approve for Payment | Second signature. The person who validated cannot also approve (separation of duties); an admin can Override & Approve with a recorded reason. |
| Flag Exception / Reopen | Parks the invoice off the normal path with a required reason. Reopen returns it to Entered. |
| Push to e-automate | Feature-gated (Push AP to e-automate). Creates the AP voucher in e-automate. Available once Validated, before payment approval, so the bill exists in e-automate first. A Warning result means the voucher was created but e-automate returned a note. The route badge shows whether it posted as a PO-receipt voucher or an expense voucher. |
| Send to Payments | Feature-gated (Payments Approval Push). Available once Approved for Payment and pushed to e-automate. Notifies the vendor's Payments portal of the approval and sends the invoice to your Payments portal. The first send per vendor asks you to confirm the vendor's Juice customer number (from the custom property on the e-automate vendor record); after that, approvals for that vendor send automatically and flagging an exception sends a block. |
Line item grid and actions
| Column / Action | What it means |
| Equipment | The machine billed (equipment number, else serial), with the model underneath and a View Contract link when matched. A Freight badge marks freight, shipping or delivery lines. |
| Amount / Expected / Variance | What the vendor billed, what the contract (or PO or program) says it should be, and the difference with percentage. "--" in Expected means the engine could not compute one. |
| Flags | The badges explained in the next section. Once a line is approved or resolved, variance badges are hidden; Duplicate and Freight always show. |
| Line review | Per-line working status. Choosing Rejected requires a reason, recorded in the notes. |
| Priority | High, Medium, Low. Changing it sets a manual override. |
| Assigned | Who owns the line, from your Microsoft 365 directory. Drives My Queue. |
| Approve / Resolve | Approve: this charge is correct. Resolve: I have dealt with this line, whatever the outcome. |
| Compare | Opens the line in the Side-by-Side comparison. |
| Link to contract | Points this one line at a specific contract pricing line, then recomputes expected and variance. |
| Bulk Actions | Set Status, Set Priority, and apply to the checked lines; assign or resolve the whole invoice; Compare Side-by-Side. |
| Create Contract | Admin only. Turns an unmatched invoice into a new vendor contract pre-filled with its vendor, dates, and one pricing line per invoice line. The billed rates become the contract rates, so verify any that look high. A duplicate guard warns if a contract with the same number, or the same vendor with overlapping dates, already exists. |
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Flags and Reasons
Flags & "Why this is flagged"
Every check flags a line for review; nothing silently blocks. A flagged line will not auto-approve until a person approves or resolves it. Flags re-evaluate on every run, so a fixed problem clears itself.
| Badge | What triggered it | What to do |
| Duplicate | Another invoice with the same number from the same vendor already exists. | Compare with the earlier invoice. Cancel or reject one, or confirm it is a legitimate re-bill. |
| Freight | The line is a freight, shipping or delivery charge. | Informational. Check it is contractually allowed. |
| Unmatched | No contract pricing line, PO, or program could be matched. Expected is $0, so the whole amount shows as variance. | Use Link to contract or Link Invoice to Contract, or Create Contract if none exists. |
| Exception | The variance exceeds the dollar tolerance, the percent tolerance, or the Hard Stop. | Open Side-by-Side to see billed vs expected. Approve or dispute. |
| Pgm Mismatch | The program's agreed purchase price and the contract's program purchase price differ. | Fix whichever record is wrong, or dispute. |
| Not Approved | The program restricts customers and this invoice's customer is not on the approved list. | Add the customer to the program, or reject the program pricing. |
| Rebate: $x | A rebate is owed on this line per the program item. | Confirm the rebate with the vendor, then approve. |
| Pgm: $x ✓ | The line matched a program price and billed correctly. | Nothing. |
| Ovg Qty | Billed overage copies do not equal usage minus allowance. | Verify meter reads and the allowance before paying. |
| No Qty | The pricing model needs a quantity and none was provided. | Get the quantity or meter count and enter it. |
| Supplies Incl | A supply line (toner, cartridge, drum, ink) on a contract line marked Supplies Included. | Likely a double-charge. Dispute. |
| No Supplies | A supply line on a contract line where supplies are not included. | Legitimate extra charge; verify it was ordered. |
| Below Min | The invoice total is below the contract's minimum billing amount. | Check whether a true-up is owed or the minimum clause is stale. |
| Config | The host machine was billed without a required accessory, or below the required quantity. | Chase the missing lines or fix the configuration. |
| No EA | The equipment is on no active e-automate service contract, or the matched e-automate contract is inactive. | Add it to a contract, renew, or accept it as an off-contract charge. |
| Coverage | The billed coverage period falls before the e-automate contract starts or after it ends. e-automate rejects vouchers billed outside contract dates. | Correct the coverage or contract dates before pushing. |
| Contract Window | The billed period is outside the matched pricing line's own coverage dates. | Dispute, or re-link to the correct pricing line. |
| PO Price | The billed price differs from the PO beyond tolerance. | Dispute, or amend the PO if the change was agreed. |
| PO Qty | Billed quantity exceeds the quantity ordered on the PO. | Dispute or raise a PO change. |
| Billed over received (3-way) | Billed quantity exceeds the quantity received. | Confirm receipt before paying. |
| PO No Match | The invoice cites a PO but this item is not on it. | Find the right PO, add the item, or reject the line. |
| PO not matched | A PO number is on the invoice but PO Match is off or the PO was not found. | Enable PO Match in Admin if you want it reconciled. |
| Cost allocated | MSP Bill Allocation split this line's cost across the customer service contracts that cover the item. | Informational. |
| Allocation drift | The billed quantity does not match the total quantity your contracts cover. | Reconcile covered counts or dispute the quantity before approving. |
| Allocation date mismatch | One of the contributing service contracts was not in force during the billed period. | Check each contributing contract's dates. |
| Over coverage | Billed quantity exceeds the serviceable items your active contracts cover. | Verify covered counts, dispute the excess. |
| Under coverage | Billed quantity is below covered quantity. | Informational. |
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Side by Side
Side-by-Side Comparison
| Field | What it means |
| Overcharge / Undercharge / No Variance banner | The sign and size of the variance on the selected line. |
| Why this is flagged | The engine's reasons, in plain words, plus chips showing what the line was matched to (Contract match, PO matched, Program pricing) and each flag. |
| Expected values based on | Which source produced the Expected column: the contract, the PO, or program pricing. |
| PO Match panel | Invoice line and purchase order side by side with a verdict (PO matched, Price mismatch, Qty over ordered, Billed over received, No PO line for this item) and an Ordered / Received / Billed quantity strip. |
| Contract Match panel | Rate (with escalation shown), Expected charge, Billed, the Allowance / Usage / Overage meter strip, and the billed coverage period against the rate window. |
| Contract Period | The vendor contract's overall start and end dates (the invoice-date window). Distinct from the line's coverage dates. |
| Comparison grid | Field-by-field: Line Detail, Financial (Line Amount, Base Rate, Pricing Model, Supplies Included), PO Match, Meter / Volume (Meter Reading vs Allowance, Meter Type, Overage Rate, Escalation Rate), Coverage (billed period vs rate-effective dates), Equipment. Mismatched cells are highlighted. |
| Allocation breakdown | MSP Bill Allocation only. The service contracts the cost was split across, with allocated quantity and cost, and a Drift or Matches badge. |
| Approve / Flag / Dispute | Approve accepts the charge. Flag sets Under Investigation. Dispute sets Rejected with a required reason recorded for the vendor dispute. |
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AP and Bulk Import
AP Import, Bulk Contract Import, Agreement Import, Vendors
AP Import (Reconciliation > AP Import)
Pulls existing e-automate AP vouchers into ID283 so they can be reconciled. Shows the most recent 2,000 vouchers from the last two years that have not already been imported.
| Field | What it means |
| Date filter | Last 30, 90 (default), 180 or 365 days, or All loaded (everything in the 2,000-row page). |
| PO # | The purchase order on the voucher, used for PO matching. |
| Coverage Dates | The service period the voucher covers. Separate from invoice date and contract term. |
| Matched / Vendor Only badge | Matched: the voucher's lines tie to an active vendor contract by e-automate contract or equipment. Vendor Only: the vendor has some active contract but the lines did not match one. Unmatched vouchers can still be imported and linked later. |
| Ignore / Show ignored | Dismisses vouchers that are out of scope for ID283 (handled elsewhere, one-offs). Only hides them here; e-automate is untouched. Show ignored lists only the dismissed ones so you can Unignore. |
| Import Selected | Creates an ID283 invoice from each selected voucher. "Already imported (duplicate)" means it exists already. |
Bulk Contract Import (All Contracts > Bulk Import)
Upload or paste a spreadsheet of contracts and rates in any layout. AI parses the rows and matches vendors and equipment to e-automate. Review, then commit.
| Field | What it means |
| Valid / Warnings / Errors | Valid rows parsed cleanly. Warning rows parsed but need a look (low match confidence, or edited by hand). Error rows could not be read and are excluded by default. Editing an Error row promotes it to Warning and includes it. |
| Incl | Include this row in the commit. |
| Vendor Match Confidence / Equipment Match Confidence | How confident the matcher is that the raw name maps to an e-automate record. Low confidence rows are flagged Warning. |
| Base Rate, Mono/Color Allowance, Mono/Color Overage Rate | The vendor-side rates that become the contract pricing line. |
| Customer Base Rate, Customer Mono/Color Allowance, Customer Mono/Color Overage Rate | What you bill your end customer. Only used when Customer-Side Rates is on. |
| Evergreen, Unlimited Base Volume, IFF, IFF Percent, Contracting Dealer Comp Pct | The same contract settings described under Vendor Contract. Contracting Dealer Comp Pct is what the contract screen labels GSA (%). |
| Effective Start / End Date | The rate-effective window for the pricing line, not the contract term. |
| Nothing new to import | Every row already exists (matched by serial number and vendor). Re-importing the same file never duplicates. |
| Imported with an unmatched vendor | The vendor name did not resolve. The contracts were created; link them on the Unmatched Vendors screen. |
Agreement Import (Programs > Import)
Loads a vendor's agreement price file. AI reads the agreement name and dates from the title block, maps the item columns, and matches item codes to e-automate. Each agreement detected in the file becomes its own program.
| Field | What it means |
| Agreement name / Agreement # | Editable before import. Agreement # becomes the Program Code and is how a re-import finds and updates the existing agreement instead of duplicating it. |
| Effective date / Expiration date | The program's Start and End Date. |
| Customer(s) | The e-automate customers entitled to this agreement (the Approved Customers list). The AI may suggest one from the file; you confirm or add. A co-op agreement can list many. |
| Item Code | The vendor's part number or SKU. This is matched against e-automate item codes; a row with no matching code is not imported. |
| Customer Price, Selling Comp, Install Comp, Service Comp, Copy Charge Customer, Copy Charge Dealer, Rebate Percent | The same approved-item fields described under Programs. Rebate Percent is a manufacturer rebate, not a customer discount. A single undifferentiated "Dealer Comp" column lands in Selling Comp. |
| Result: new item(s) / updated | New: the code matched e-automate and was not yet on the agreement. Updated: the code matched an existing approved item and its prices were refreshed in place. |
| Result: codes not found in e-automate | Rows skipped because the item code does not exist in e-automate. Add or correct the codes and re-import. Re-import is an update, not a replace: items on the agreement that are absent from the file are left alone. |
| Vendor on an imported agreement | The importer cannot read the vendor from the file, so a new agreement takes the vendor with the most existing programs. Always check the Vendor after import. Configurations are not imported; build them under Program Details. |
Vendors and Unmatched Vendors
| Field | What it means |
| Vendors: Contracts (active / total) | How many contracts you hold with the vendor and how many are live. Click a vendor to see its contracts. |
| Vendors: ITT badge | The vendor has a contract linked to an e-automate customer contract or billed to the selling dealer. |
| Vendors: not linked to an e-automate vendor | None of this vendor's contracts resolved to a real e-automate vendor record. |
| Unmatched Vendors: Link | Match an imported or parsed vendor name to the real e-automate vendor. Linking updates every contract carrying that name at once. "(blank)" groups contracts that arrived with no vendor name at all. |
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CPQ Quotes
CPQ Quotes & Pipeline
CPQ builds quotes in three steps: pick the party and fill the header, configure and price, then review and send. Reps see their own quotes; admins see all.
| Field | What it means |
| Customer (sell) vs ITT vendor (dealer) | Chosen when creating the quote. Customer quote (QC-): you are selling to a customer; it ends with an e-automate sales order. ITT vendor quote (QV-): you are buying service from another dealer; it converts to a live vendor contract when signed. The prefix fixes the mode for the life of the quote. |
| Quote stage badge: Draft, Sent, Ordered, Converted, Archived | Derived automatically, never set by hand. Draft: being built. Sent: PDF exported or emailed. Ordered: an e-automate sales order exists. Converted: an ITT quote became a live contract. Archived: lost, expired or superseded. |
| Rev n / New Revision | Clones the quote (party, header, lines, tiers) into a new revision; the original stays for history. The revision strip lets you jump between them. |
| Customer / ITT vendor picker | Search e-automate, or type a new name. A typed customer stays a prospect until "Push customer to EA" creates it in e-automate. A typed vendor stays unmatched until linked. |
| Quote date | When the quote was prepared. Metadata only. |
| Valid until | How long the pricing is good for. Expired quotes are flagged red on the pipeline. Never becomes the contract end date. |
| Term start (proposed) / Term end (optional) | Become the contract's Start and End Date when an ITT quote converts. Leave Term end blank for an open or evergreen contract. |
| Customer PO, Payment terms, Prepared by, Ship to | Header text printed on the quote PDF. |
| Order type | Your e-automate order type (federal, state, local, commercial). Rides the sales order push. Blank uses the e-automate default. |
| End customer (optional, two-sided) | Customer-Side Rates feature only. On an ITT vendor quote, also record the customer you will sell to, so Review shows margin. |
| Program / agreement (optional) | The pricing lock. Bind a program and machines come from its configurations with pricing read-only for reps (admins may override; off-agreement lines are flagged). Leave blank to build your own: pick any host, tick its accessories, type your prices. |
| Add a machine | Program-bound: pick a configuration and the whole pre-priced package lands on the quote. Build-your-own: pick a host; its e-automate related accessories are listed, all ticked by default, untick exceptions. |
| Package price "per unit, complete" | The price of one machine including its accessories. The quantity stepper scales the whole package. |
| Rates & meters | Opens the full contract pricing-line editor for the quote's lines (meters, allowances, overage, rate schedules, tiers). |
| Then $x/mo service | The recurring monthly service charge from the customer-side base rates. |
| Prices verified against / n lines off the agreement | Whether every line matches the program's approved pricing. A warning, not a block. |
| Quote total, Cost, Margin | Review step. Base rates only; per-copy rates are not totaled. Margin under 20% shows red. Cost and margin never appear on the customer PDF. |
| Export PDF / Email quote | Generates the branded PDF (logo, colors and terms from Admin > Branding). Either action marks the quote Sent. |
| Convert to Contract | ITT quotes only. Flips the quote into a live vendor contract on the All Contracts screen. Requires lines, a linked or named vendor, and (if program-bound) a program marked Ready for orders. |
| Create Sales Order | Customer quotes only. Feature-gated. Pushes an e-automate sales order using the customer-side rates. Requires the customer to be linked to e-automate. |
| Pipeline board | Lanes for Draft, Sent, Ordered, Converted, Archived with deal values. Drag between Draft and Sent; drop on Ordered to link an existing e-automate order. If you subscribe to ID517, the Ordered lane splits into your own ID517 order-stage buckets and cards show the live order status. "Mine only" (admins) narrows to your own quotes. |
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Admin Settings
Admin Settings
Admin only. Six tabs: Defaults, Branding, Reference Data, Operations, Audit Log, and User Access. Every change is written to the audit log.
Defaults: tolerances and auto-approval
| Setting | What it means |
| Amount Tolerance ($) | Dollar variance allowed on a line before it is flagged Exception. |
| Percent Tolerance (%) | Percent-of-expected variance allowed before a line is flagged. |
| Hard Stop Threshold ($) | Variances above this always require manual review, regardless of tolerances. |
| Approval Threshold ($) | Invoices at or above this total never auto-approve, however clean. Blank turns it off. |
| Default Pricing Model | Pre-selected on new contract pricing lines. |
| Default Assignee | Who new exceptions are assigned to. |
| Default Currency | Your one home currency (USD, CAD, GBP, EUR, AUD, MXN). Every amount in the app displays in it. e-automate is one company per database, so this is not per invoice. |
| Enable Auto-Approval | Master switch. Lines matched within tolerance with no flags are marked Auto-Approved. |
| Require Exact Match | Only a $0.00 variance auto-approves; tolerances are ignored. |
Defaults: Features (all off on a fresh install)
| Feature toggle | What it turns on |
| Customer-Side Rates | Shows the customer billing rate columns on contract lines, GSA (%), the two-sided quote option, and customer tier rates. Reference only; never validated. |
| Evergreen Contracts | Shows the Evergreen (no end date) toggle on vendor contracts. |
| NASPO / IFF Fields | Shows the NASPO IFF fields on contracts and enables recognition of Industrial Funding Fee lines on invoices. |
| MSP Bill Allocation | Allocates unmatched bill lines across customer service contracts by covered quantity and flags drift and date mismatches. |
| Coverage Validation | Flags invoice lines billing more serviceable items than your active contracts cover. |
| CPQ Rep Customer Filter | CPQ customer search shows reps only their own customers (matched by the rep's email on the e-automate agent record) plus unassigned ones. Admins see all. A rep with no match sees all customers so quoting is never blocked. |
| PO Match (2-way) | Matches invoice lines against open POs by price and quantity. |
| PO Match (3-way) | Also checks billed quantity against received quantity. Requires 2-way. |
| Payments Approval Push (ID669) | Adds the Send to Payments action on approved invoices. Requires an active ID669 CEOJuice Payments subscription and install. Vendors are mapped through the Juice Customer Number custom property on the e-automate vendor record. |
| Push AP to e-automate | Pushes validated invoices into e-automate as AP vouchers. Requires ID136 and ID455 subscribed and installed; voucher configuration lives in ID455. |
| PO Voucher Push | When an invoice fully matches one PO and its unvouchered receipts corroborate the total, the push vouchers against the PO with receipts attached instead of posting an expense voucher. Requires Push AP. |
| Create Sales Order | Creates e-automate sales orders from contracts and customer quotes. Requires ID136 and ID634. |
Branding, Reference Data, Operations, Audit Log, User Access
| Setting | What it means |
| Branding | Logo (PNG or JPEG under 400 KB), company name and address block, primary and accent colors, header and body fonts (Helvetica, Times, Courier) and sizes, footer text, and quote terms. All appear on the customer-facing quote PDF. Cost and margin never do. |
| Reference Data: Pricing Models | The pricing models offered on contract lines. Inactive models stay on history but leave the dropdowns. |
| Reference Data: Recon Statuses | The line review statuses. "Hide from active inbox" marks a status as terminal: invoices in it drop out of the default Inbox view but can be retrieved with the Status filter. |
| Reference Data: Termination Reasons, Variance Reasons | Pick-lists for why a contract ended and why a line did not match. |
| Reference Data: Billing Cycles | Monthly, Quarterly, Semi-Annual, Annual, or your own. The cadence rate schedules count in. |
| Reference Data: Rate Schedules | Build escalation ladders: Type (Base or Overage), Billing Cycle, and steps with Cycle #, Method (Percentage compounds, Fixed adds a flat amount), Increase, and Round To. Assign them on contracts. |
| Operations: Pause Invoice Processing | Kill switch. Stops all automated processing and disables writes app-wide; a red banner shows. Queued items are kept. |
| Operations: Disable Auto-Recon | Turns off automatic matching; every invoice is reconciled by hand. |
| Operations: Force Manual Review | Nothing auto-approves, even clean matches. An amber banner shows the live tolerances. |
| Operations: Customer Ops Email | Who is offered the "ready for orders" email when a program is released. Blank means no prompt. |
| Audit Log | Every change by date, status (Success, Error, Info), category (AP Import, Contracts, Programs, Bulk Import, Settings, Invoices, System), action, details and user. "System (ID283)" is the app itself. |
| User Access: Admin access | Whether the person can open Admin. Everything else in the app is governed by your Entra security group. |
| User Access: Tabs visible | Per person, hide Inbox, AP Import, Vendor Programs / Agreements, All Contracts, Vendors, Unmatched Vendors, or CPQ. Only restrictions are stored; a new user sees everything. Admins are never restricted. |
Questions about a field not listed here? Open a ticket with CEO Juice support and name the screen and the label, and we will add it to this reference.
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