cortex desktop training on husky services pos...receipt acknowledgements. x without submitting...

Cortex Desktop Training on

Husky Services POs

2 Materials Workflow in Cortex Desktop

Create and submit documents to your Cortex connected Trading Partners.

Create price sheets and templates to save time entering documents.

Get status updates on documents in the system.

Get guidance on your Trading Partner’s documents requirements.

Reduce cycle time on rejected documents.

Standardize your invoicing process.

Cortex does not:

Provide purchasing details, coding

information, or pricing details.

Approve or reject your documents.

Pay or process payment of your Invoices.

Negotiate pricing or services with your

Trading Partners.

Cortex

PO Types

3

Services Workflow in Cortex Desktop

Services

Materials

Consignments

Purchase Order

Different Workflow for Each PO

4


Determining PO Type

5 Services Workflow in Cortex Desktop

The letter next to PO indicates its type.

Hover over the Doc Type column

header to view the tooltip.

6


Services Workflow

Services Workflow Stages

Receive a Services PO.1

Receive Service Receipt

Acknowledgment.3

· Review the PO.

· Perform ordered service.

Create a Service Receipt.2· Use your work ticket to provide details on the

Service Receipt.

· Attach the work ticket.

Create an Invoice.4· Your Invoice is based on accepted Service

Receipt Acknowledgements.

· Without submitting Invoice, you cannot be paid.

Receive Invoice Acknowledgment.5· Accepted Invoice Acknowledgement means Husky

has approved your payment. Expect to be paid

according to your payment terms.

· COMPLETION TIP: When you do not need the

Accepted Invoice Ack in your Inbox, archive it.

6 Optional: If needed, create a Credit

Invoice.· Your Credit Invoice is based on accepted Invoice

Acknowledgement.

· You will receive Credit Invoice Acknowledgement

in response.

7


Getting Familiar with Cortex Desktop

The buttons you are going to use:

Click Refresh to

view any new or

updated

documents.

Service Receipt

Invoice

Credit Invoice


Stage 1:

Reviewing Services POs


New POs in Inbox


Always print a copy of

Husky’s original PO.

Services PO: Full-Sized Electronic Version


If you missed getting the Husky original PO, you can

click the View Attachment button on the electronic PO.

Double click to open the

PO in a full size window.

Services PO - Elements


Check the Validity Date to

make sure the invoice

dates are within this set

date. If not Husky will need

to update this for you first.

Services PO - Elements


Contact this

person with

any questions

about the PO.

Services PO – Cost Objects Tab

POs can be early coded or late non-coded.

View and compare the Cost Objects tab.


Late Non-coded POs:

The Cost Objects tab is blank.

You need to provide these details

on Service Receipts for that PO.

Early Coded POs:

Details from the Cost Objects tab

will be auto-populated onto

Service Receipts.

Stage 2:

Creating Service Receipts


A Service Receipt…


…is an electronic description of the

provided service.

…serves as verification and validation of

your charges for the provided service.

…ensures a smooth invoicing process

afterwards.

A Service Receipt does NOT

substitute an Invoice.

Before Creating a Service Receipt


Render the service and receive a work ticket (stamped and

signed).

No PO in Cortex Desktop?

1. Contact the person who requested the work

or signed your work ticket.

2. If that person is not able to help, contact Cortex.

Double-check the Validity End Date on your PO. If it has

expired, contact the person on the PO and request a

new/updated PO.

Unless instructed by Husky, always use the PO with the

validity date based on when the work was performed or activity

was completed.


How Many Service Receipts?

You can create multiple

Service Receipts for a single

Line Item – until either the PO

validity date or the Line Item

dollar value is reached.

Create at least one

Service Receipt for

each PO Line Item.


Creating a Service Receipt – Start

1. Click your Inbox folder.

2. Click on Husky Energy

Inc. as your Trading

Partner.

3. In your Inbox, single click

the PO.

4. Click on the Service

Receipt button.

Creating a Service Receipt – Select the Line Item


If you select the

wrong PO Line #,

the Service Receipt will be rejected.


Service Receipt Form



All blue fields are required.

Contact the person listed on the

PO for missing details.

Use the Tab key to go through

all the fields sequentially.

Hover over blue fields to view

tooltips or press F1.


Service Receipt Form – Approval System

Contact the person listed on

the PO if you do not know

which option to use and/or

the Field Approver e-mail.

Optionally, the person

signing the ticket may be

able to help.

Your Service

Receipt can be

approved in the

Husky

Procurement System

or by

a Field Approver.

For a Field Approver, provide

the email address in this format:

firstname.lastname

Choose the appropriate option.

First.Last

Attach a scanned copy of the

original work ticket, preferably

stamped.


Service Receipt Form – Attachments

Service Receipts must have a

back-up document attached in

order to be accepted by Husky.

Service Receipt Form – Attachments


TIPS:

• Only one file can be attached

•To attach multiple documents,

scan them as one file

• Size - not bigger than 4MB

• The attachment must be PDF

•When resubmitting a corrected

Service Receipt, reattach your attachment


Service Receipt Form – Line Items Tab

Provide a detailed breakdown

of the service, including

labour, materials used, hours

of work, etc.

Your Service Receipt may be

rejected if the information in

the Line Items tab is too

general or incomplete.

Adding Line Items from a Rate Sheet

Line Items can be added manually or from a Rate Sheet.

Rate Sheets can be created by clicking on the Rate Sheet

quick button.

Add items by clicking on the Rate Schedule/Sheet button

on the bottom of the form.



1. Select the Line Items to add from the Rate

Sheets/Rate Schedules window.

2. Click Add.




The items selected on the Rate Sheets/Rate Schedules

window are added as Line Items on your Service Receipt.

Rate Schedule VS Rate Sheet

37 Cortex Rate Schedule Training

Rate Schedules and Rate Sheets are slightly different.

Both can be used to add Line Items to your Service

Receipts, however the main differences are:

If Husky sets up a Rate Schedule, this replaces using a Rate Sheet.

This is a PO-specific functionality.


Do I have a Rate Schedule?

If your PO is linked to a Rate

Schedule, you will see

numbers in these two boxes.


Service Receipt Form – Tax Type

If available Tax Types

are not suitable, select

“Manual” and enter

tax rates.

The default Tax Type

correlates to the

Service Location and

Ticket Date province.

Cost Center/AFE/Work Order/Network/Network Activity pop up

window is automatically populated and grayed out on early coded POs.

Service Receipt Form – Early Coded PO Cost Objects


Only the GL

Account can

be edited.

Manually added on late non-coded POs.


Service Receipt Form – Late Non-Coded PO Cost Objects

Check your work ticket for a

stamp or hand-written codes.

If this information does not

appear, contact the person on

the PO.

If necessary, split the cost

between multiple Cost Objects.

Select the REPEAT box to

apply Cost Object details to all

Line Items.

Service Receipt Form – Cost Objects


Only one Cost

Object type

defined.

On the Line Items tab, the Cost Object # will display as:

The actual Cost Object detail information for Line Items with

only one Cost Object type.

“Multiple” for Line Items split between more then one Cost

Object type. Multiple Cost

Object types

defined.


Service Receipt Form – Apply Discounts

Enter the discount

percentage in this

column.

Service Receipts with negative

values will be rejected.


Submitting Service Receipts

All blue fields

are filled in.

The attachment has

been provided. Cost Objects have

been provided.

No negative

values. Calculate, view and

submit.

Stage 3:

Receiving Service Receipt

Acknowledgements


Receiving SR Acknowledgements - Pending


You will receive your Pending

Approval Acknowledgement

within 1-3 business days.


Receiving SR Acknowledgements - Accepted

You will receive your Accepted

or Rejected Acknowledgement

within 5 to 10 business days.

Receiving SR Acknowledgements Service Receipt – Accepted ERS


If your Service Receipt Acknowledgment is in Accepted

ERS status, Husky has flipped your Service Receipt into

an Invoice for you. No further action is required.


Receiving SR Acknowledgements - Rejected

Double-click the rejected Service Receipt

Ack to correct the Service Receipt.


Fixing Rejected Service Receipts

Review the Rejection Reason in the Job

Summary and Rejection boxes



Make corrections

according to the

rejection reason.



Reattach the original

back-up document.



Calculate, view and

submit.

Stage 4:

Creating Invoices


What and When To Invoice

You can invoice Accepted Service Receipt

Acknowledgements.

Invoice each Service Receipt Acknowledgement

individually or consolidate them on one Invoice.

To be paid in a timely manner and within your payment

terms, invoice as soon as your Service Receipts have

been approved. You must invoice within 30 days of

approval or else Husky may require you to resubmit the

Service Receipt so that it can be reapproved.


Invoices ensure your payment.

If you do not submit an Invoice you will not be paid.

1. Select Husky Energy

Inc.


Creating Invoices – Start

2. Click on the

Invoice button.


Creating Invoices – Select Items

1. Select PO.

3. Click Create

Debit Invoice.

2. Select the Accepted Service Receipt

Acknowledgements to

invoice – single or multiple.


Creating Invoices – Invoice Form

You only need to provide the

Invoice # and Invoice date.

Calculate, view and submit.

58 58


Stage 5:

Receiving Invoice

Acknowledgements

Invoice Acknowledgement - Accepted


Husky has approved

the Invoice and

committed to pay.

You will be paid within

the PO payment terms.

Archive the Accepted

Invoice Acknowledgement

when you no longer need it.

To archive, right-click and

select Archive.

Invoice Acknowledgement - Rejected


Double-click the rejected Invoice

Ack to correct the Invoice.

Invoice Acknowledgement – Fixing Rejected Invoices


Correct the Invoice…

Review the Rejection reason

Provided by Husky

Invoice Acknowledgement – Fixing Rejected Invoices


… or click Release Tickets to re-invoice your accepted Service Receipts.

When resubmitting a rejected Invoice, use the original

Invoice number unless instructed by Husky.

Stage 6:

Creating Credit Invoices


When to Credit


After Husky has accepted an Invoice, you can

credit against it.

Crediting is based on receiving an Accepted

Invoice Acknowledgement.

1. In your Inbox, select the Accepted

Invoice Acknowledgement.

2. Click Credit Invoice.


Credit Invoice - Start

Credit Invoice – Select Tickets


Select the tickets to include

in the Credit Invoice.

Credit Invoice – Complete and Submit


Calculate, view, and submit.

Provide the

Credit Invoice #

and Invoice date.

You CAN edit the

Quantity and Unit Price.

Add “CR” to the

Invoice #.

Credit Invoice Acknowledgements

Received after the Credit Invoice is validated by

Husky.

Check the Acknowledgement Status:

Accepted - your workflow for these services

is complete.

Rejected - fix your Credit Invoice according

to the rejection reason and resubmit.


Using Service Receipt

Templates


Using Templates for Recurring Invoices

Templates can be used to minimize data entry

when creating Service Receipts for the same

types of services.

Instead of entering data in each field manually, you

have all the fields automatically populated with

details from the template.

You can save multiple templates and delete

templates that you no longer use.

Templates are saved to your local machine only

and cannot be accessed by other users.


Creating and Saving a Template


1. Open a Service Receipt form.

2. Enter the recurring details.

3. Click the Save Template button.

4. Enter a meaningful

name in the Save

Template window.

5. Click OK.

Loading Your Template

1. Open a Service Receipt Form.

2. Select the template name from the drop

down list.

3. Click Yes.


Deleting Your Template


1. Open a Service Receipt form.

2. Select the template you wish to delete.

3. Click the Delete Template button.

4. Click OK.

Managing Service Receipt

Drafts


Saving Documents to the Drafts Folder

You can save unfinished documents in the Drafts

folder.

Documents saved to the Drafts folder can be

completed at a later date or time.

At least one Line Item with price and quantity

need to be entered to save a Service Receipt as

a draft.

Attachments are NOT saved as part of the draft.


Saving Service Receipt Drafts


Use the Save and Close button at the bottom

of the Service Receipt form to close your

document and store it in the Drafts folder.

Saving Service Receipt Drafts

If you attempt to close a Service Receipt

without saving or submitting it, a message is

displayed prompting you to save the document

in the Drafts folder.

Select Yes to save the Service Receipt in the

Drafts folder, or No to close the document

without saving.


Opening and Submitting Your Drafts


1. Open the Drafts folder in

your desktop.

2. Select the document you

wish to complete.

3. Double-click to open the

form.

4. Complete the details and

submit.

Deleting Service Receipt Drafts

If you do not need to complete a draft, you can delete

it in two ways:

1. Click the Delete button in the Drafts folder.

2. Open the draft and click the Delete button at the bottom of

the Service Receipt form.


Windows Shortcut Support

For your convenience, Cortex Desktop supports

standard window shortcuts.


Examples:

Ctrl + C = Copy

Ctrl + V = Paste

Ctrl + A = Select All

Ctrl + Z = Undo

Ctrl + X = Cut

Hotkeys Support

A hotkey is a letter that, when pressed in

combination with the ALT key activates that

button.

Press the ALT key to display the hotkeys for

your forms.



Finding your Documents in

Cortex Desktop

Search and Filter

Filtering your Inbox allows you to view documents

of a particular type, status and/or number only.

By default, no filters are applied to your Inbox.

Filtering does not affect the contents of your Inbox;

it temporarily hides some of your documents and

displays only those that pass the filters.

Filtering is available on all folders, with the

exception of the Messages folder.


Search and Filter

There are two ways to search and filter the

documents in your Inbox:

By document types and/or statuses.

By the Document Indicator or a document’s specific

confirmation number, document number or purchase order

number.


Search and Filter

86

You are able to combine these search methods, i.e. by searching for a specific

document number or purchase order number with only certain statuses.

Enter the

Search and Filter

criteria.

Click Filter.


Transaction History Report

The Transaction History report offers various methods

of finding specific documents or their subsets.

In addition to defining the report’s date range, you can

search for documents by:

Document type

Document status

A specific document number, confirmation number or

purchase order number

Archived or unarchived status



To generate a Transaction History report:

In Cortex Desktop, click the Reports menu and

select Transaction History.

An empty Transaction History report is displayed.



89

Enter the

report criteria. Click

Get Transactions.

Print or Export

your report.



How to Unarchive Documents

Unarchive Accepted Invoice Acks


1. To Unarchive your Accepted Invoice Acknowledgment, go to the menu bar.



2. Select Tools.

3. Select Archiving/Unarchiving.

4. Select Unarchive Transactions.



5. Click Include beside the Invoice you want to put back to your Inbox Folder.

6. Click on the Unarchive button. The document will go to your Inbox Folder.


Summary


Services Workflow Summary

1 – Review a Services PO. Render the services.

2 – Create a Service Receipt.

3 – Receive an Accepted Service Receipt

Acknowledgement.

4 – Create an Invoice.

5 – Receive an Accepted Invoice

Acknowledgement (Husky has approved your

payment).

Your workflow may be finished at this stage.

6 – Create a Credit Invoice.

Go Live Date

Your Go-Live date for Cortex Desktop has been

provided to you by the Training and On-Boarding

team.

Any documents dated before your automation Go

Live date require a PO to be created and sent to

you by Husky Energy.

All Invoices after the Go-Live date must be

entered using Cortex Desktop.


Need Help?


Call us at 1-866-716-6272

Email us at [email protected]

(Monday to Friday from 6 AM to 6 PM Mountain Time)

For additional training materials,

such as the Husky Services

Guide and CBT, please go to

our website:

www.cortex.net

If you’re unable to

remain on hold

please leave a voice

message by

selecting 0 when

prompted. We will

get back to you

within 1 business

day.

mailto:[email protected]

http://www.cortex.net/

Webinars

In order to better support you, we offer

complimentary live webinars for all our

suppliers.


To register for the next

available webinar:

• Call Cortex Support at

1-866-716-6272

• Email [email protected]

mailto:[email protected]


Thank you for

reviewing our presentation!