AudaInvoice Repairer User Guide
Contents
1. Business Address Company Details VAT Details VAT Number Apply 1 Within the Admin tab select VAT details from the left hand navigation 2 Enter your Business Name Business Address and VAT Number and then click Apply NOTE Business Name Business Address and VAT Number are mandatory fields that must be completed before you are able to request payment www audatex co uk Service Desk 0118 923 5666 Page 2972. Approval When the invoice has a status of Pending Approval additional information may be required in order for the work provider to process the payment See the Notes in the invoice list for additional information on why your payment request is set to pending Awaiting Request You can request payment when the invoice has a status of Awaiting Request Payment Requested The payment status will change to Payment Requested once you have submitted the payment request Payment in Progress The payment status will update to Payment in Progress when the work provider is processing the payment request The payment status can be updated to Paid when the work provider has paid www audatex co uk Service Desk 0118 923 5666 Page 6 A f Audatex a Solera company D Audalnvoice Repairer User Guide V7 3 the invoice Please note that not all work providers will update to this status The payment can be set to Not Payable by the work provider for a number of Not Payable reasons Please check the Notes in the invoice list for additional information on why it has been set to Not Payable Cancelled You can set the invoice to Cancelled if it is marked as a duplicate Once cancelled the invoice status cannot be updated NOTE You can only make payment requests when the invoice has a status of Awaiting Request 3 2 6 Search 1 To search enter anything in the Search box for example Vehicle Reg Reference Name or Clai
3. Vehicle Registration RN5TY T ALT x Claim Reference 201010 Vehicle EE O in Invoice Number 56789 Policy Excess 100 00 Engineer Reference Tracey Darling Vat Status TBA Invoice Date 19 0 1 2011 NE VAT Item Description Cost 20 Total 0 00 0 00 Additional Charges Deductions VAT 20 0 00 Disbursements Police recovery 100 00 Police storage 200 00 Invoice Total 300 00 Total Due 300 00 1 On the Invoice Details page to save space the VAT details are hidden by default 2 Click to show the VAT details NOTE This does not affect the details shown if you choose to print the invoice all VAT details if provided will be included If any of the details are not completed the invoice will not be a valid VAT invoice The following message will be displayed at the bottom of the screen This summary does not constitute an invoice and the heading will change from Invoice to Payment Summary On clicking Show VAT Details _ following addresses are displayed e Registered Business Address o This is the Repairer s VAT address e Repair Site Address o This is the address where the repair work was carried out e Billing Address o This is the address at which the person to be invoiced is located www audatex co uk Service Desk 0118 923 5666 Page 15 CA udatex a Solera company 2 Audalnvoice Repairer User Guide V7 3 4 1 3 Parts Tolerance NOTE this only applies to repa
4. the same heading will re order the results in descending order 4 Requesting Payment Payment can only be requested for invoices that have a status of Awaiting Request To request payment you must view the details of the invoice and complete any missing mandatory information and or provide any mandatory attachments 4 1 Invoice Details You can view the details for a job by clicking the Assessment No hyperlink on the Invoice List this will take you to the Invoice Details page The example below shows a repairable invoice www audatex co uk Service Desk 0118 923 5666 Page 8 f Audatex a Solera company Audalnvoice Repairer User Guide V7 3 Invoice Details Haka Dotalls Assessment Reference TADO0104 Reference Name Invoice History Policy Number 12 3456 Vehicle Registration HG5K E E ERR PES Claim Reference 3456 4 Vehicle BMW 3 SERIES 320d Attachments Invoice Number Policy Excess 100 00 Engineer Reference Tracey VAT Status Non Taxable Request Payment Invoice Date 15 02 2011 Ifyou agras with the Finsal Pafment Value please dick the Customer Collection Date Reguest payment button If you do not agree with the figures Item Description Cost VAT 20 disolsyed plasse contact your Labour 369 00 73 80 engineer Parts 734 21 146 84 Paint and Materials 267 42 53 48 Investigative Costs 100 00 20 00 Police Recovery 234 00 46 60 Recovery 765 00 153 00 Police Storage 654 00
5. your user accounts in Audalnvoice www audatex co uk Service Desk 0118 923 5666 Page 25 Audatex a Solera company D Audalnvoice Repairer User Guide V7 3 Invoice history logs the following events e Each time a user logs in and out e Adding new user e Change to account details e Status changes e Reasons for status changes 5 1 3 Adding a New User 1 To add a user to Audalnvoice from the left hand side select New User The following screen is displayed INVOICE SEARCH ADMIN Releie ta User Management Users User Change History i natirernecarsorcilan sal New User First Name lt Type First Name Here gt Last Name lt Type Last Name Here gt Email Address lt Type Email Address Here gt Company Details Status VAT Details C User Administrator Permissions CI Can Update Invoices 2 Entera Username First Name Last Name and Email Address 3 Select tick the required user Permissions and click OK See below for further information about user permissions 5 1 3 1 User permissions When adding a user you will need to specify their access to Audalnvoice A user can have one or both of the permissions e User Administrator grants the user access to the Admin tab managing users and company details e Can Update Invoices grants the user ability to update invoices When the user is successfully added they will automatically be given a status of Active and th
6. 0 00 200 00 0 00 0 00 202 53 1 215 18 1 215 18 Payments are progressed in exactly the same way described in Requesting Payment regardless of the amount being invoiced Where the excess is greater than the cost of the repair you are only able to request payment for the full costs and the VAT www audatex co uk Service Desk 0118 923 5666 Page 19 Audatex a Solera company D Audalnvoice Repairer User Guide V7 3 If the Work Provider set the invoice back to Pending and the customer is taxable you will have to reselect the type of invoice you are requesting payment for i e excess and VAT or full costs and VAT when you re request payment If you are using Split Billing with a particular Work Provider but you also use Audalnvoice with other Work Providers the way you request payment from other Work Providers will be unaffected by using Split Billing 4 1 7 Attachments gt To access the attachments screen click Attachments on the left hand navigation INVOICE SEARCH INVOICE DETAILS Invoice Details Invoice Details Invoice History Print Invoice Attachments The attachments screen will list all the mandatory attachments for the invoice record For example INVOICE SEARCH INVOICE DETAILS ADMIN The work provider requires the following additional attachments before payment can be requested Invoice Details Repair Photo jpg Invoice Details e Engineer
7. 020 wae Sal Audatex UK Ltd Awaiting Request 52 88 28 09 10 Claim No Invoice Attachments By default Audalnvoice will display all invoices that have a status of Awaiting Request This allows quick access to any invoices that you would like to submit for processing You can search for any invoice www audatex co uk Service Desk 0118 923 5666 Page 5 Audatex a Solera company D Audalnvoice Repairer User Guide V7 3 3 2 1 Notes If additional information is attached to the invoice from the work provider an information icon will appear in the invoice list To read the note hover over the icon with your cursor or click on the icon 3 2 2 Attachments If the invoice has one or more attachments linked to it a paperclip symbol will appear in the column on the left hand side in the invoice list Y Please see the attachments section for details on how to upload an attachment into Audalnvoice 3 2 3 Invoice type Audalnvoice displays icons in the column on the left hand side to represent repairable and total loss invoices F repairable invoice 09 total loss invoice 3 2 4 Print Invoice For each invoice there is a print icon in the Action column To print the invoice click the print icon A PDF version of the invoice is displayed which can then be printed 3 2 5 Audalnvoice Status The status assigned to the payment will allow you to track the payment as it progresses through Audalnvoice Pending
8. 170 60 Payment Repatriate Vehicle Non Inherited Charges 534 00 106 60 Button Total 3 857 63 771 53 Additional Charges 0 00 0 00 Deductions 0 00 0 00 VAT 20 771 53 Disbursements Police Recovery 345 00 Invoice Total 4 974 16 Policy Excess Paid By Customer 100 00 Total due to Repairer The Invoice Details screen provides you with an overview of all the costs associated to the claim The Total due is the value that you will be requesting payment for For repairable invoices please check the VAT and Excess values to ensure they are accurate These values are taken directly from AudaEnterpriseGold so if they are incorrect please update the estimate and seek authorisation to update the values If VAT Status Taxable this means that the Customer is VAT Registered If VAT Status Non taxable this means that the customer is not VAT registered Please ensure an actual value is entered for the excess in the assessment If TBA is entered in the estimate the invoice will be given a status of Pending and you will need to enter an excess in the estimate and get the estimate re authorised to process the request using Audalnvoice Customer Collection Date If the Customer Collection Date field is shown on the invoice details it has been mandated by your Work Provider The date must be entered before you can request payment Customer Collection Date is only applicable to repairable invoices www audatex co uk Servic
9. 53 345 00 4 974 16 100 00 Total Due 4 874 16 www audatex co uk Service Desk 0118 923 5666 Page 13 Audatex a Solera company D Audalnvoice Repairer User Guide V7 3 A payment request should only be made in Audalnvoice after the repair has been completed and the vehicle has been collected by the customer or when the vehicle has been confirmed by the Work Provider Engineer as a total loss This will help ensure the invoice in Audalnvoice is up to date This will also allow you to upload a customer satisfaction note as an attachment if this is required NOTE As Audalnvoice uses the last authorised assessment from AudaEnterpriseGold for repairable invoices you need to update your estimate in AudaEnterpriseGold and have the estimate re authorised by the Work Provider Engineer if additional costs are found Once authorised you will then be able to request payment on the new estimate cost in Audalnvoice However if your work provider has enabled parts tolerance you will be able to amend the parts cost within pre defined limits and request payment without having to get the assessment re authorised See Parts Tolerance above for further information For total loss invoices all additional line items Zone 99 costs must be in the assessment that is seen by the Engineer for the costs to appear in the invoice If any costs are added after the Engineer has set the total loss category they will not appear on the invoice unless th
10. CA Audatex a Solera company D Audalnvoice Repairer User Guide Version 7 3 f Audatex a Solera company 2 Audalnvoice Repairer User Guide V7 3 Audalnvoice Repairer User Guide Contents Contents 2 1 Overview 3 2 Audalnvoice Step By Step 4 3 Getting Started 5 3 1 Login 5 3 2 Invoice Search tab Overview 5 3 2 1 Notes 6 3 2 2 Attachments 6 3 2 3 Invoice type 6 3 2 4 Print Invoice 6 3 2 5 Audalnvoice Statuses 6 3 2 6 Search 7 4 Requesting Payment 8 4 1 Invoice Details 8 4 1 1 Storage and Recovery Costs 10 4 1 2 VAT Details 15 4 1 3 Parts Tolerance 16 4 1 4 Incorrect Invoice 16 4 1 5 Duplicate Invoice 16 4 1 6 Split Billing 17 4 1 7 Attachments 20 4 2 Requesting Payment 22 4 3 Print Invoice 23 4 4 Invoice History 24 5 Admin tab 24 5 1 User Management 24 5 1 1 Users 25 5 1 2 User Change History 25 5 1 3 Adding a New User 26 5 2 Company Details 27 5 2 1 VAT details 27 www audatex co uk Service Desk 0118 923 5666 Page 2 Audatex a Solera company D Audalnvoice Repairer User Guide V7 3 Audalnvoice User Guide 1 Overview Audalnvoice removes the labour intensive steps traditionally involved in the processing and approval of invoices and provides greater visibility of payments The system allows you to track the progress of the payment all the way through the invoice process Upon completion of an authorised repairable job and subject to an agreement being in place between repairer and Work Provider Audalnv
11. T Details Displaying records 1 to 10 of 108 name First Name Surname Status cifsheand Clifford Shean Active Reset Password Suspend chftshean9 Cifford Shean Acte Reset Password Suspend karansengh3 Kiran Singh Active Reset Password Suspend shtest Stephen Hammond Actre Reset Password Suspend mootyenpS Peter Mootyen Active Reset Password Suspend chftsheand Chfford Shean Acte Reset Password Suspend mootyenp11 Peter Mootyen Active Reset Password Suspend chfshean Cifford Shean Acte Reset Password Suspend ch sheani0 Clifford Shean Active Reset Password Suspend devdday dand day Acte Reset Password Suspend 12345 1 Set user status A user can be set to one of three statuses e Active allows the user to login to Audalnvoice e Suspended temporarily removes the user s access to Audalnvoice e Deleted removes the user s access to Audalnvoice In order to delete a user you must first set the user s status to suspended The delete option will then become available The activate option is only available when the user has a suspended status NOTE You will be prompted to enter a reason for changing the user s status This reason will be recorded and displayed in the user change history log 5 1 1 1 Edit user 1 Within the Users screen click on the user s name Their account details are displayed 2 Edit the details as required and click OK 5 1 2 User Change History The User Change History page allows you to view all the changes to
12. a Solera company O Audalnvoice Repairer User Guide V7 3 gt To request payment you are required to complete the Invoice Number NOTE If attachments and or customer collection date have been mandated these criteria must be fulfilled before payment can be requested If when you enter an invoice number Audalnvoice detects that you have used the number before you will be warned that a duplicate invoice number exists A check is made on the VAT number and invoice number to identify unique invoice numbers You are given the option to proceed anyway which re uses the number or return to invoice which doesn t request payment Even if invoices are cancelled these invoice numbers will be checked for duplicates as they should have credit notes against them and therefore should not be used gt Click Request Payment to send the payment request to the work provider On successfully submitting your request you will receive the following confirmation message and the payment status will be updated to Payment Requested Payment Request Submitted You have successfully submitted a payment request for this invoice NOTE If additional costs are found after you have requested payment in Audalnvoice you will be required to submit a paper invoice for these If the work provider is informed of the additional work before they process the payment request to payment in progress the work provider may have the ability to step the in
13. al status not all work providers will update the status www audatex co uk Service Desk 0118 923 5666 Page 4 Audatex a Solera company Audalnvoice Repairer User Guide V7 3 3 Getting Started 3 1 Login gt Within Global Claims Centre My Services pane click Audalnvoice ff ausainvoce S NOTE If this button is greyed out or not visible you do not have access to this service Please contact the Audatex Service Desk for more information Audalnvoice has 4 tabs Invoice Search Invoice Details Admin only available if you have Administrator permission Logout The Invoice Search tab is always displayed when you first enter Audalnvoice and an Invoice List is shown 3 2 Invoice Search tab Overview Audatex Audalnvoice a Solera company e e e Version 1 5 1 4 Search Status Awaiting Request v Advanced Search Displaying Invoices 1 to 100 of 913 Insurer is Audatex e Status of Awaiting Request Total Cost 377 658 71 Payment Expected Last Invoice Insurer Payment Value Requested Payment Updated Action Date Date Date RC000041 Registration CL1F F11 ra Reference Mr Customer Audatex UK Ltd Awaiting Request 125 00 1 113 95 11 11 10 E Claim No Invoice No CARP0026 Registration CARP0020 amp Reference Audatex UK Ltd Awaiting Request 50 00 28 09 10 f i Repair Claim No Print Invoice Invoice No Total Loss CARPOOD icons Registration CARP0
14. ayed if the company has multiple sites e Insurer List of insurers that you use Audalnvoice with e Invoice Type search for repairable invoices only total loss invoices only or both e Paid From and To Date Select date from the calendar to search for a paid invoices e Status Change Date select a date from the calendar where the change to the selected status is within the date range e Status Pending Approval Awaiting Request Payment Requested Payment in Progress Paid Not Payable Cancelled 1 Enter all the required criteria and then click Search Audalnvoice will search your invoices and will display any matches in the Invoice List If no results are found you should amend your search criteria and try again It is not possible to cancel a search once you have clicked Search 2 To clear the search criteria click Reset Reset will return the advanced search criteria to the default settings that is all invoices with a status of Awaiting Request NOTE In the Advanced Search dialog clicking Cancel will close the dialog without running the search You will be returned to the Invoice Search page where the results of the last completed search are displayed 3 2 6 2 Ordering the search results lt is possible to order the search results by clicking on a column heading For example if you wish to order by Payment Value click on the Payment Value heading The results will be displayed in ascending order Clicking again on
15. bursement including VAT The zone 99 items are grouped behind the scenes into two groups storage amp recovery and total loss www audatex co uk Service Desk 0118 923 5666 Page 11 Audatex a Solera company D Audalnvoice Repairer User Guide V7 3 Storage amp Recovery Total loss AI _ POLICE _RCVRY Al_INVEST_COST_XVAT Al_POLICE_RCVRY_DISB Al_POLICE_STORE Al_POLICE_STORE_DISB Al_RECOVERY_DISBURSE Al_RECOVERY_XVAT Al_STORAGE_DISBURSE Al_STORAGE_XVAT Al_STORE_RCVRY_DISB Al STORE _RCVRY_XVAT Al_REPAT_VEH_X_INHER Al_COURTESY_CAR_XVAT Al REPAT_VEH_DISB This allows the configuration of Zone 99 items depending on the type of invoice For example Zone 99 total loss costs i e the Zone 99 item Al_ INVEST COST _XVAT may be allowed on total loss invoices but not repairable invoices The following configuration options are available per work provider Repairable Invoices e Allow no Zone 99 items e Allow only Storage amp Recovery group items e Allow only Total loss group items e Allow Storage amp Recovery group items and Total loss groups items Total loss Invoices e Allow no Zone 99 items e Allow only Storage amp Recovery group items e Allow only Total loss group items e Allow Storage amp Recovery group items and Total loss groups items Each storage and recovery item that has been selected will appear on the invoice as a separate line item and the type of cost will determine where
16. d 07 10 2009 09 26 25 Invoice Updated Awaiting Request Updated invoice from authorised assessment Rob Taylor 07 10 2009 09 27 44 Payment Status Updated Awaiting Request 07 10 2009 09 26 54 Invoice Updated Awaiting Request Updated invoice from authorised assessment 07 10 2009 09 24 34 Invoice Created Awaiting Request Created invoice The following items are recorded in the invoice history e User opening viewing the invoice record e System status changes E g from Awaiting Request to Payment Requested e Attachment history For each of the events the system logs the user the date and time 5 Admin tab NOTE You will only be able to see the Admin tab if you have been given the Administration user permission INVOICE SEARCH User Management Users User Change History New User Company Details VAT Details Navigation within the Admin tab is provided down the left hand side 5 1 User Management www audatex co uk Service Desk 0118 923 5666 Page 24 Audatex a Solera company Audalnvoice Repairer User Guide V7 3 5 1 1 Users The Users page allows the administrator to search for users set their status update their account details and reset their password gt Within the Admin tab select Users from the left hand navigation The following page is displayed INVOICE SEARCH ADMIN Relelel th User Management Users User Change History Status Faust Name Sumare Username N u Al v VA
17. e Desk 0118 923 5666 Page 9 Audatex a Solera company Audalnvoice Repairer User Guide V7 3 The example below shows a total loss invoice INVOICE SEARCH INVOICE DETAILS ADMIN Releiel tay amp Total Loss Invoice Show VAT Details Invoice Details en ee Assessment Reference TADO0101 Reference Name Invoice History Policy Number Vehicle Registration HG5K ee Claim Reference Vehicle BMW 3 SERIES 320d Attachments Invoice Number Policy Excess 100 00 Engineer Reference Tracey VAT Status TBA Invoice Date 15 02 2011 If you agree with the Final Payment Value plasse click the Request payment button If you do dpud pae a Investigative Costs 100 00 20 00 ohne Police Recovery 234 00 46 80 Recovery 765 00 153 00 Police Storage 654 00 170 80 Repatriate Vehicle Non Inherited Charges 534 00 106 80 Total 2 487 00 497 40 Additional Charges Deductions VAT 20 497 40 Disbursements Police Recovery 345 00 Invoice Total 3 329 40 Total Due 3 329 40 As with a repairable invoice the Invoice Details screen provides you with an overview of all the costs associated to the claim The Total due is the value that you will be requesting payment for A total loss invoice will differ from a repairable invoice in the following ways e Labour and parts charges on the assessment do not appear on a total loss invoice i e only zone 99 costs with an Al prefix will appear
18. e assessment is sent again to the Engineer If you agree with the total value displayed in the Invoice Details page and the invoice has a status of Awaiting Request you can request payment for the job As long as an invoice has a status of awaiting request if the assessment is changed from repairable to total loss or vice versa the invoice is updated accordingly NOTE If a total loss invoice does not have any additional line zone 99 items associated with it the overall cost of the invoice will be zero The status of a zero cost invoice is automatically set to not payable If the total loss invoice is subsequently updated with costs associated with zone 99 items the invoice will be automatically updated to a status of awaiting request and you will be able to request payment www audatex co uk Service Desk 0118 923 5666 Page 14 Audatex a Solera company Audalnvoice Repairer User Guide V7 3 4 1 2 VAT Details INVOICE SEARCH INVOICE DETAILS ADMIN LOGOUT amp Total Loss Invoice Hide VAT Details Invoice Details Reaistered Business Address Repair Site Address Billing Address Invoice Details ba Street Audatex UK LTD Insurance Company Limited nyplace Invoice History Skipa The Forum Station Road Broad Street Print Invoice RG6 7 YH Theale Reading Reading Attachments Berkshire Notes VAT Number 12345GB6 Tax Point 19 01 2011 Assessment Reference TD123457 Reference Name Policy Number TD 12346
19. ey will be sent an email containing their login details NOTE The account details sent to the user can also be used to access Global Claims Centre www audatex co uk Service Desk 0118 923 5666 Page 26 TA udatex a Solera company D 5 1 3 2 Add User Existing User Found Audalnvoice Repairer User Guide V7 3 When adding a new user Audalnvoice automatically checks if the user already exists If an existing account is found Audalnvoice will display the user details and display the following message Other Audalnvoice Users exist that are similar to the User you are trying to create Possible duplicate User Other Audalnvoice Users exist that are similar to the User you are trying to create Click Cancel to cancel the creation of the new Invoice User lf you are sure it is not a duplicate click Create New User to continue saving the new Invoice User First Name Last Name Username Email Address T D td2 td audatex co uk T D td td audatex co_uk gt If you are sure the user is not a duplicate click Create New User If you do not wish to add any of the users found to Audalnvoice click Cancel You can also add a user by contacting the Audatex Service Desk 5 2 Company Details 5 2 1 VAT details The VAT details for your company must be completed for the invoice to be a valid VAT invoice INVOICE SEARCH ADMIN Zoleiolti User Management Users User Change History Business Name New User
20. irable invoices Within Audalnvoice it is possible for Work Providers to allow the parts cost to be adjusted within a pre defined tolerance This enables you to amend the parts cost within a pre defined limit and request payment without having to get the assessment re authorised This allows for occasions where the actual parts prices you have to pay are different from the prices given on the Audatex assessment If parts tolerance has been enabled an Original Cost column is added to the invoice and there is an editable box for the parts cost ltem Description Original Cost Labour 369 00 T3 00 Pats 734 21 734 24 146 84 By default the editable box contains the original cost To edit the parts cost 1 Enter the new parts cost in the editable box and click Update The Update button is not available until you have entered the revised cost The Totals and VAT are automatically updated 2 Click Request Payment See Request Payment below for further information NOTE If the updated parts cost is outside of the allowed tolerance a warning message will be displayed when you try to request payment and it will not be possible to request payment If this occurs you must amend the parts total If you believe the amended parts cost to be correct and you are still unable to request payment you must contact your work provider 4 1 4 Incorrect Invoice If you do not agree with the values displayed in the Invoice Details screen yo
21. llowing additional attachments before payment can be requested Invoice Details e Repair Photo jpg Invoice Details Invoice History File Name Attachment Type Date Added File Size Comments Action Print Invoi octal Customer Satisfaction Note doc Satisfaction Note 07 10 2009 10 00 41 25 KB Satisfaction note added HAX Attachments A A Engineers Authority Note pdf Engineer s Authority Note 07 10 2009 10 01 31 48 KB BAX m 4 1 7 1 Adding attachments The work provider requires the following additional attachments before payment can be requested invoice Details e Repair Photo jpg e Engineer s Authority Note pdf Invoice History e Satisfaction Note pdf doc Print Invoice Invoice Details Attachments Attachment Type Satisfaction Note File C Documents Customer Satisfaction Note doc Browse Comments 1 To add an attachment click the Add Attachment button Select the Attachment Type from the drop down list Click Browse and locate the file If required enter any Comments Click Save The attachment will then be added and you will be returned to the Attachments screen oe Ss NOTE The work provider will specify the file types that can be added If you try to add a file that is not supported you will receive an error message If an image file is added a thumbnail of the image will be displayed on the left hand side of the attachments list If any other permitted file is added then an i
22. m No and also select a Status You can search all invoices by selecting lt Any gt from the status drop down list 2 Click Search lt is not possible to cancel a search once you have clicked Search Audalnvoice will search your invoices and will display any matches in the Invoice List To sort the results click on any of the column headings in the table If no results are found you should amend your search criteria and try again If you wish to use a combination of search options for example Vehicle Reg and Claim No or more than one status e g awaiting request and pending approval click Advanced Search 3 2 6 1 Advanced Search Assessment No fs Paid Date From To Claim No Status Change Date From To oOo Invoice Mo oOo Invoice Status C Pending Approval Vobicle Reg No Awaiting Request L Payment Requested Site All ke ClPayment In Progress Insurer All v LJ Paid L Not Payable C Repairable Invoice Type Fi Tod Los Cancelled R C Excluded The advanced search allows you to enter your criteria into one or more of the search fields e Assessment No AudaEnterpriseGold Assessment No www audatex co uk Service Desk 0118 923 5666 Page 7 Audatex a Solera company D Audalnvoice Repairer User Guide V7 3 e Claim No AudaEnterpriseGold Claim No e Invoice No Entered by you when requesting payment e Vehicle Reg No AudaEnterpriseGold Reg Number e Site List of sites are displ
23. mage of the file type will be displayed in the thumbnail www audatex co uk Service Desk 0118 923 5666 Page 21 Audatex a Solera company D Audalnvoice Repairer User Guide V7 3 From the attachments screen you have the ability to e Download e Edit e Delete 4 1 7 2 Download attachments 1 To download the attachment click Download The following message will be displayed File Download Do you want to open or save this file wa 4 Name Customer Satisfaction Note doc Type Microsoft Office Word 97 2003 Document 25 5KB From 9 axymbst gccO pig uk audatex com harm your computer If you do not trust the source do not open or ig 2 While files from the Internet can be useful some files can potentially save this file What s the risk 2 To save the attachment click Save and browse to the location that you would like to save your file 4 1 7 3 Edit attachments gt You can edit the comments or type of attachment by clicking Edit NOTE Once you have requested payment you will not be able to amend the comments for existing attachments 4 1 7 4 Delete attachments 1 To delete an attachment click Delete The system will prompt you to confirm the action 2 Click OK NOTE Once you have requested payment on an invoice you will not be able to add or delete any attachments 4 2 Requesting Payment To request payment www audatex co uk Service Desk 0118 923 5666 Page 22 Audatex
24. oice allows you the repairer to request payment electronically The Work Provider is able to review the invoice for which payment has been requested and process the payment Additionally it is possible for you to request payment for Total Losses through Audalnvoice if you are allowed by your Work Provider A total loss invoice is generated when a total loss category is entered on an assessment by the Work Provider s Engineer and the assessment saved or an Engineer s salvage message or salvage instruction is created this will update the salvage category and status of the assessment Audalnvoice allows you to e View invoices e Search for invoices e Request payment e Upload attachments e Print an invoice e View invoice history e Track the progress of a payment e g Pending Awaiting Request Payment Requested Payment in Progress Paid e Produce a VAT invoice when valid VAT details are provided This User Guide provides an overview of Audalnvoice and how to use it www audatex co uk Service Desk 0118 923 5666 Page 3 A f Audatex a Solera company D 2 Audalnvoice Step By Step The steps below provide you with a high level overview of the payment request process Audalnvoice Repairer User Guide V7 3 When you log into Global Claims Centre Audalnvoice will appear in My Services Click Audalnvoice to log in On entering Audalnvoice you will be taken to the nvoice List page within the Invoice Search tab B
25. on the invoice if allowed by the work provider e The excess is set to zero and not displayed on total loss invoices although the policy excess is still shown e There is no VAT paid by the customer on total loss invoices e The Customer Collection Date is not available for total loss invoices even if it is mandated for repairable invoices 4 1 1 Storage and Recovery Costs NOTE Before proceeding you are advised to check with your work provider that the invoicing of storage and recovery items through Audalnvoice is approved Please ensure storage and recovery costs have been entered correctly in AudaEnterpriseGold s Zone 99 Possible Damage list The storage and recovery items for invoicing purposes will be prefixed by Al in order to distinguish them from the existing storage and recovery items These items are intended solely for Audalnvoice www audatex co uk Service Desk 0118 923 5666 Page 10 TA udatex a Solera company D Audalnvoice Repairer User Guide V7 3 Zone 99 Possible Damage Full Description Al_STORAGE_DISBURSE Storage disbursement including VAT Al_STORAGE_XVAT Storage excluding VAT Al_ STORE _RCVRY_XVAT Storage amp recovery excluding VAT Al_REPATRIATE_VEH Repatriate vehicle Al_REPAT VEH_X_INHER Repatriate vehicle non inherited charges Al_INVEST COST _XVAT Investigative costs Al_REPAT_VEH_DISB Repatriate vehicle disbursement including VAT Al_STORE_RCVRY_DISB Storage amp recovery dis
26. s Authority Note pdf Invoice History Satisfaction Note pdf doc Print Invoice ee Attachments There are currently no Attachments for this Invoice Add Attachment The attachments listed are required before payment can be requested In addition to attaching items at the invoice level i e regardless of the content of the invoice it is possible for the work provider to mandate attachments for zone 99 Al Audalnvoice line items for repairable and or total loss invoices For example the work provider may mandate an invoice for the Police Storage line item if it appears on the invoice These mandatory attachments for zone 99 items will appear in the list of mandatory attachments on the Attachments screen If a repairable invoice at awaiting request status is superseded by a total loss invoice the list of mandatory attachments is updated as necessary to reflect the changed invoice type Ifa zone 99 item that requires a mandated attachment in Audalnvoice is added or removed from the www audatex co uk Service Desk 0118 923 5666 Page 20 Audatex a Solera company Audalnvoice Repairer User Guide V7 3 invoice the mandated attachments are updated accordingly As the attachments are added the information is updated Each attachment added shows a thumbnail of the image if applicable and lists the file name attachment type date added file size and comments 3 gt The work provider requires the fo
27. st payment for the excess only no VAT The invoice displayed will only show the excess e Ifthe customer is taxable you can request payment for o Excess and VAT Or o Full payment including VAT You must select the appropriate radio button for the type of payment you are requesting www audatex co uk Service Desk 0118 923 5666 Page 17 Audatex a Solera company Audalnvoice Repairer User Guide V7 3 Show VAT Details Assessment Reference TADOOOOS Reference Name Policy Number TASXSPLIT Vehicle Registration RY 04 HX Claim Reference TAXSPLIT Vehicle AUDI A3 SPORT Invoice Number Po Policy Excess 150 00 Engineer Reference Rob GAIO1 VAT Status Taxable Invoice Date Customer Collection Date Po All Costs of Repair Only the Excess and VAT This Invoice is for ltem Description Policy Excess Paid By Customer 150 00 VAT Faid by Customer 110 69 Total Due 760 69 The invoice displayed will then update to reflect your selection For example Customer is non taxable Show VAT Details Assessment Reference AANIOOS3 Reference Name Policy Number BU G5470 Vehicle Registration B 5470 Claim Reference BUG5S470 Vehicle ALFA ROMEO 145 1 6 Invoice Number Arw Folicy Excess 20 00 Engineer Reference Alex WAT Status Non Taxable Invoice Date 13 04 2011 Customer Collection Date 29 03 2011 This Invoice is for Only the Excess VAT ltem Description i 20 Polic
28. the item will appear on the invoice www audatex co uk Service Desk 0118 923 5666 Page 12 Audatex a Solera company Audalnvoice Repairer User Guide V7 3 The excluding VAT items will be displayed before the first total and VAT calculated For example ltem Description Cost VAT 20 Labour 369 00 73 00 Parts T34 21 146 84 Faint and Materials 26742 53 48 Investigative Costs 100 00 2000 Police Recovery 234 00 46 80 Recovery 765 00 153 00 Police Storage 054 00 170 80 Repatriate Vehicle Non Inherited Charges 534 00 106 80 Total 3 857 63 771 53 Additional Charges 0 00 0 00 Deductions 0 00 0 00 VAT 20 TT1 53 Disbursements Folice Recovery 345 00 Invoice Total 4 974 16 Folicy Excess Paid By Customer 100 00 Total Due A 374 16 Disbursement items will be displayed after the first total and VAT calculated and before Invoice Total For example ltem Description Labour Parts Faint and Materials Investigative Costs Police Recovery Recovery Folice Storage Repatriate Vehicle Non Inherited Charges Total Additional Charges Deductions VAT 20 Disbursements Police Recovery Invoice Total Policy Excess Paid By Customer Cost VAT 20 369 00 73 80 E3421 146 64 E26T 42 53 48 100 00 20 00 234 00 46 00 765 00 153 00 954 00 170 80 534 00 106 80 3 857 63 TT1 53 0 00 0 00 0 00 0 00 ETT1
29. u should contact your work provider to discuss any discrepancies The value displayed in Audalnvoice should match your authorisation or in the case of total losses it should match the additional line zone 99 items 4 1 5 Duplicate Invoice Audalnvoice will display a duplicate message if another payment request exists with the same Claim Number Registration No and Incident Date Www audatex co uk Service Desk 0118 923 5666 Page 16 Audatex a Solera company LQ Audalnvoice Repairer User Guide V7 3 Possible Duplicate Invoice Other Invoices exist with the same Claim Number Vehicle Registration Number and Incident Date ls this Invoice a duplicate gt If you believe the invoice is a duplicate click Yes The invoice status will update to Cancelled Click No to continue with the payment request NOTE Once the invoice is set to Cancelled you can no longer request payment or update the invoice in Audalnvoice 4 1 6 Split Billing Split Billing is a feature within Audalnvoice that can be enabled by Work Provider It is designed particularly for Accident Management and Fleet companies but can be used by any Work Providers When Split Billing is enabled for a particular Work Provider it applies to all Repairable invoices for that Work Provider Note it does not currently apply to Total Loss invoices Split Billing enables you to request payment as follows e Ifthe customer is non taxable you can reque
30. voice back to Pending This would allow you to update the estimate and request payment again 4 3 Print Invoice The system allows you to generate a PDF of the Invoice Details screen You can then print the PDF version of the invoice whilst you have actual invoice open 1 Within the Invoice Details tab click Print Invoice on the left hand navigation Audalnvoice will generate the report and display it using Adobe Acrobat NOTE Please ensure you have the latest version of Adobe as versions earlier than 8 0 4 will not be supported 2 Once the PDF invoice is displayed you can print it by clicking the Print icon within Adobe Acrobat www audatex co uk Service Desk 0118 923 5666 Page 23 Audatex a Solera company Audalnvoice Repairer User Guide V7 3 4 4 Invoice History In the Invoice Details tab there is the option to view the invoice history shown below gt From the left hand navigation click Invoice History Displaying records 1 to 7 of 7 Invoice Details Invoice Details User Date Action Status Details Invoice History Print Invoice Rob GRAI User 01 07 10 2009 10 01 48 Other Awaiting Request Attachment Ref Filename Customer Satisfaction Note doc Edited Attachments Rob GRAI User 01 07 10 2009 10 01 31 Other Awaiting Request Attachment Ref Filename Engineers Authority Note_pdf Added Rob GRAI User 01 07 10 2009 10 00 41 Other Awaiting Request Attachment Ref Filename Customer Satisfaction Note doc Adde
31. y Excess Paid By Customer 20 00 Total Due 70 00 www audatex co uk Service Desk 0118 923 5666 Page 18 Audatex a Solera company Audalnvoice Repairer User Guide V7 3 Customer is taxable and you request payment for excess and VAT Show VAT Details Assessment Reference SPLIT600 Policy Number PO LICYRANCOR Claim Reference RANCOR123456 Invoice Number SPLIT600a Engineer Reference Stephen Andrews Invoice Date 12 04 2011 Customer Collection Date 07 04 2011 ltem Description Reference Name Vehicle Registration Vehicle Policy Excess VAT Status Only the Excess and VAT RANCOROOO AUDI A4 Saloon 100 00 Taxable Policy Excess Paid By Customer VAT Paid by Customer Total Due 100 00 210 49 310 49 Customer is taxable and you request payment for full costs including VAT Show VAT Details Assessment Reference SPLIT309 Folicy Number PO LICYRANCOR Claim Reference RANCOR123456 Invoice Number SPLIT309 Engineer Reference Stephen Andrews Invoice Date 12 04 2011 Customer Collection Date 06 04 2011 All Costs of Repair ltem Description Reference Name Vehicle Registration Vehicle Policy Excess VAT Status RANCOROOO AUDI A4 Saloon 100 00 Taxable Labour Parts Paint and Materials Total Additional Charges Deductions VAT 20 Invoice Total VAT 20 5 00 1 00 EY 65 1 53 0 00 0 00 12 65 2 53 1 00
32. y default the screen will display all Invoices with a status of Awaiting Request These are jobs that you can request payment for You can locate a specific assessment by using the search feature To view the details for an invoice click the hyperlink in the results table This will open the nvoice Details page that contains the breakdown of costs associated with the job To request a payment you must enter your invoice number and possibly the customer collection date If you are happy with the values displayed click Request Payment f you are not happy please speak to your work provider NOTE Some work providers may have given you the option of a Parts tolerance on repairable invoices See Parts Tolerance Some work providers may mandate attachment s to be uploaded before you are able to request payment see attachments On requesting payment a request will be sent to the work provider for processing and the payment status will update to Payment Requested When the work provider begins to process the payment request they will update the status to Payment in Progress If the payment request requires additional information the work provider can change the status of the invoice back to Pending Approval or Awaiting Request see statuses The work provider has the option to update the status of the payment request to Pard when the payment has been processed NOTE As Paid is an option
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