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This procedure describes how to add disputes to invoices
for batch processing from the Invoices screen using the Add/Edit Dispute
(Batch) option. For batch processing, you can only add disputes whose
total amount due is the same as the total dispute amount on the invoice.
These types of disputes are called Full Disputes.
Note: To be able
to add disputes for batch processing, you must have the Can Add Batch
Disputes capability added to your user role.
To add disputes to invoices from the Invoices screen:
Search for
an invoice. How? Select the
check boxes in the rows for the invoices to which you want to add a dispute.
You can select up to 200 invoices from multiple pages on the Invoices
screen.
Make sure you select only invoices that do
not contain existing disputes; otherwise, a message appears asking
you to limit your selection to invoices that either do not contain disputes,
or invoices that contain existing disputes.
Click the Dispute
button and select Add/Edit Dispute (Batch).
The Disputes section of the screen displays a summary row showing the
total number of invoices selected, the total invoice amount due, and total
dispute amount due.
The status for disputes that are being added to invoices
selected for batch processing for the first time is always Full Dispute.
You cannot edit the status field to change the status.
Select the
category of the dispute. For example, billing, shipping, pricing, or taxes.
Your business administrator determines the choices in the Category list. Select the
cause of the dispute. For example, damaged goods or incomplete installation.
Your business administrator determines the choices in the Cause list. Select the
type of dispute. For example, billing error, Your business administrator
determines the choices in the Type list.
Note: If
you do not have the capability to reassign disputes, you cannot edit the
Resolver field. Either the notification ruleset determines the resolver,
or if there is no notification ruleset set up for dispute creation, the
invoice owner is assigned as the resolver.
If you are
assigned to a role that includes the capability to reassign disputes,
to determine the dispute resolver, do one of the following:
To have the
notification ruleset determine the resolver, leave the Resolver field
blank. To override
the resolver defined by the notification ruleset, enter the e-mail address
for an internal contact Employees of your organization who serve as contacts for a customer
account in a particular area, such as accounts receivable contact, dispute
specialist, or legal representative. Internal contacts can include both
eCredit users, and those who are not.
in the Dispute Resolver field. If there is
no notification ruleset defined for dispute updates, you can leave the
Dispute Resolver field blank, and the invoice owner is assigned. To assign
a resolver other than the invoice owner, enter the e-mail address for
an internal contact Employees of your organization who serve as contacts for a customer
account in a particular area, such as accounts receivable contact, dispute
specialist, or legal representative. Internal contacts can include both
eCredit users, and those who are not, but the internal contact must be
entered into eCredit..
Note:
If the e-mail address you enter does not match an e-mail address for an
internal contact, you are asked if you want to assign the dispute to the
invoice owner. You can select OK to add the invoice owner or Cancel to
return to the Disputes section of the screen and enter an address for
an internal contact Employees of your organization who serve as contacts for a customer
account in a particular area, such as accounts receivable contact, dispute
specialist, or legal representative. Internal contacts can include both
eCredit users, and those who are not..
To add a note
for the dispute:
Click
the note icon.
The Add Note pop-up window appears. Click
in the pop-up window, type in your note, and click Save.
When you add a note, it appears on the Invoice details screen and
on the Dispute Details screen in the Dispute Management module. The note
is automatically added to all action items for the invoice. Click
Save.
Click Save.
The Resolver column fills in with the e-mail address of the resolver
assigned to the dispute.
When you click Save, the following occur:
If there is
a notification ruleset for dispute creation, e-mail notification is sent
to the dispute resolver and to any secondary dispute contact determined
by the rules set up by your business administrator. The user entering
the dispute becomes a dispute contact who is able to access the dispute
and change any information except the status. the dispute status. eCredit validates
that the total of all disputes and any promises for the invoice is not
greater than the invoice amount due.
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