In this article
- Querying Invoices
- How to query an invoice - accounts team
- How to query an invoice - site team
- Want to know more?
Querying invoices
You may wish to query an invoice for a variety of reasons such as incorrect delivery quantities, damaged items or materials invoiced at incorrect prices.
When an invoice is received against an order, it should be uploaded into Chalkstring and approved for payment or noted as a query for resolution. This task is usually performed by your internal accounts team, or site/contracts managers.
How to query an invoice - accounts team
1. Expand the main Chalkstring black menu bar and click on the ‘Accounts’ menu.
2. Click on the 'Invoices' sub menu. This contains all invoices from all projects.
3. Search for the invoice by using the filters in the field headers.
4. Click on the invoice that you want to query. This will take you to the material invoice within the onsite part (blue menu) of the project. It lists a summary of information relating to the invoice.
5. Go to the section 'Query Invoice'. Do not approve any amount for payment.
6. Enter some descriptive query notes explaining why you believe the invoice is incorrect in the ‘Raise Query’ section and click the ‘Raise Query’ button when finished. This will update in the 'Accounts' menu.
7. The status of the invoice will update to 'Query'.
How to query an invoice - site team
1. Expand the main Chalkstring black menu bar and click on the ‘Projects’ menu.
2. Use the filters to locate the project and click the 'Project Hub' button. This takes you to the blue menu.
3. Expand the main Chalkstring blue menu bar and click on the ‘Materials’ menu.
4. Click on the 'Invoices' sub menu. This contains all invoices from all suppliers relevant to this project only.
5. Search for the invoice by using the filters in the field headers.
6. Click on the invoice that you want to query. This will open the material invoice .
A single order may have multiple deliveries and multiple invoices associated with it. Chalkstring stores everything relevant to a single order together, to ensure duplicate or excessive invoices don’t get paid by mistake.
7. Go to the section 'Raise Query'.
8. Enter some descriptive query notes explaining why you believe the invoice is incorrect in the ‘Raise Query’ section and click the ‘Raise Query’ button when finished.