Invoices (Cont.)
View Sent Invoices
When an invoice is received by Corcentric, it is validated against the price lists and rules
setup by the Mega-Fleet Program. If it does not pass any one of these tests, it will be
considered in error and will be displayed in Invoice Discrepancies. If the invoice passes the
entire test (or has been fixed), it will appear in the View Sent Invoices.
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From the home page, click on the View Sent Invoices link (under Invoices).

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The Transaction Finder along the left hand side of the screen allows you to search for
sent invoices by invoices number, date range, buyer, and document status
Use whichever search field(s) that will bring back the invoice(s) you are looking for.
Note: We recommend you leave the default criteria at first. This will show you
every invoice that you have sent during the default date range.
.
Once you have selected your search criteria click on the button labeled
Click on the Invoice number in order to view the detail.

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Invoices (Cont.)

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If this invoice had an error that was fixed, a check box will show up on the invoice
rendering that says “Show Changes”.
Check this box to view any alterations that were done to the invoice. They will show up
in red (see image above).

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Invoices (Cont.)
Invoice Discrepancies
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From the home page, click on the link labeled Invoice Discrepancies (under Invoices).
The Transaction Finder in this page works just like View Sent Invoices. You can search
by invoice number, date range, buyer and document status.

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Click

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Click on the

next to the invoice number and the error details will show up.

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Invoices (Cont.)

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Depending upon the type of error and the permissions setup by your community, you will
have the option of amending the part number, amending the price, or deleting the part
from the invoice altogether.
You will also have the option to Reopen the invoice. If there are multiple errors or an
error that requires reentry of part numbers, you should Reopen the invoice.
When you select Reopen, your invoice will then be transferred to your complete unsent
invoices file. You can locate this by selecting Create/Edit invoices from your Invoices
tab and then opening your Complete Unsent Invoices menu. You will then be able to
make any corrections to the invoice and resend.

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Invoices (Cont.)
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To receive automatic email notifications on Invoice Discrepancies, review Page 30 in this
manual. An accurate email is required. Below is an example of an Invoice Discrepancy
email.

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Invoices (Cont.)
Amending the Part Number
If the part number that is submitted in the invoice does not match a part number found on an
existing price list, or does not have a valid cross reference setup, it will error out.
Note:

If the invoice has multiple discrepancies listed or you notice additional
corrections that need to be made the best way to accurately correct the Invoice is
to Reopen.

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Invoices (Cont.)
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Change PN: If the original part number that was entered is not recognized by the
systems as being valid, you can change the part number to a valid number from the
price sheets. This will also update the unit price to the price sheet price. You can do this
by searching for the part number and clicking on it in the list. Then click the button
.
labeled
Part Xref: If the original part number is a valid part number but does not match a part
number on the price sheet, you can create a cross reference so that whenever this
original part number is used, the system will know which price sheet part to tie it to. All
you have to do is select the part you want to cross it to from the price sheet and click the
.
button labeled
Allow Once: This will allow you to use this invalid part number one time, without adding a
cross reference. Just click on the button labeled
.
Vendor Code Xref: If the part is valid, but the vendor code is not valid, you can add a
cross reference to specify that this particular vendor code is valid and is identical to the
existing one in the system.
Delete Item: This will remove the part from the invoice and recalculate the invoice total.

Note: Part Xref and Vendor Code Xref are only applicable if you enter the part numbers
manually into the invoice or you sent your invoice to Corcentric via an alternate mention
(See Mega-Fleet for more information).

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Invoices (Cont.)
Amending the Price
If the price that is submitted in the invoice does not fit within the acceptable criteria set by
the community, it will error out.

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Suggested Price: The system will try to find a part number in the price sheets that is
similar or identical to the part number that was sent in. From there it will suggest a valid
price.
Changed Price: This is the price you want to change the part to. It defaults to the
suggested price but you can alter it.

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Reports

The reports section allows you to download current price lists and search for summary level
detail on your invoices.

Mega-Fleet Price Lists
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Select Mega-Fleet Price List from the drop down.
In the Transaction Finder you can search by Price List and whether you want to see All
Prices or just Special Pricing.
Click

You can download the file in PDF format or as an Excel Spreadsheet by clicking on the
link. You may also export the report by selecting the format on the top of the screen to
download in PDF, Excel, or Web archive (as shown in the red circle above).

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Reports (Cont.)
Mega-Fleet Invoices
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Select Mega-Fleet Invoices from the drop down.
The Transaction Finder allows you to search by account, buyer or vendor as well as the
date range for the invoices you want to retrieve
.
Click on the button labeled
If you want to export the report, you can select the format on the top of the screen to
download in PDF, Excel spreadsheet, or Web archive (as shown in the red circle below).

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Reports (Cont.)
Mega-Fleet Parts Sale
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Select Mega-Fleet Part Sales from the drop down.
The Transaction Finder allows you to search by account, buyer or vendor as well as the
date range you want to search by.
.
Click on the button labeled
If you want you can export the report. You can select the format on the top of the screen
to download in PDF, Excel or Web archive (as shown in red circle below).

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Mega-Fleet

The Mega-Fleet page gives two options: Mega-Fleet Vendor Code Xref and Mega-Fleet Part
Xref. These options are only applicable if you do not use the price list in the manual invoice
entry or if you send your invoices to Corcentric via alternate means.
Corcentric has the ability to receive and process your invoices in many different formats
including flat files, XML documents, and EDI. For more information about this option, please
contact us at 877-825-3823 or [email protected].

Mega-Fleet Vendor Code Xref
Different vendors/lines may use the same part numbers. In order to differentiate between the
lines, a prefix is often used before the part number. Sometimes there can be more than one
prefix that means the same vendor/line. In this case, you will want to setup a Vendor Code Xref
so the parts will be validated against the proper part in the proper price list.
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From the home page click on the Mega-Fleet Vendor Code Xref under Mega-Fleet.

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Select whether the xref is designated by character positions (ex: always the first 3
charters in a part) or whether there is a delimiter between the vendor code and the part
(ex: a space or an *).
.
Specify the position or the delimiter and click the button labeled

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Mega-Fleet (Cont.)

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Select the price list that contains the part you want to create the vendor xref for.

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Enter the vendor code and click the button labeled

.

Note: This should only be done once in the system. Once the Xref code
has been edited it will stay within the system.

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Mega-Fleet (Cont.)
Mega-Fleet Part Xref

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Select the price list and part number you want to work with and click
.
Note: You have the option of searching by the Mega-Fleet Part number
or the existing Xref number. This will only need to be done once in the
system

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Click on the

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Enter the Cross Reference and click on the button labeled

.
.

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Admin
Administer Locations
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From the homepage, click on the Administer Locations under Admin.

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You may review any and all locations that Hino has listed out for you.
If any changes need to be made to the location on your account (improper address or
change in location) please contact Hino at 866-372-4466.

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Admin (Cont.)
Administer Users
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From the home page, click on the Administer Users under Admin.

Edit Users
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From the home page, click on Administer Users.
To deactivate the login, uncheck the box next to their name and click Active?
To alter the information about a user (including the functions they have access to and
the locations they can see on), click on the users name and edit any of the applicable
data.

Discrepancy Notify
Check the Discrepancy Notify box if you want the user to receive email notifications when an
invoice you have submitted is in error and needs to be fixed. Please ensure the user have a
valid email address set up in their profile. You can click on the username and look at their profile
to confirm this.
The Discrepancy Notify sends an automatic email out to the users selected when any invoice
discrepancy occurs on their account, no matter who creates the invoice. This will help to keep
your company aware of any invoice discrepancies that are currently in the system.

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Admin (Cont.)
Add New User

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Fill in the text fields. The user ID must be unique. The password must contain at least
one number, one alphabetic character and one special character (valid special
characters are : ~!@#$%^&*()_+-=)

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Click on the button labeled
.
You will see two new tabs appear at the top: Functions and Locations.

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Admin (Cont.)

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Functions allow you to choose which of the available functions this particular user is
allowed to use. Highlight the functions you want to allow in the Available Functions list
and then click the >> button.
To remove the users ability to utilize a function, highlight it in the Selected Functions list
and click on the