Receivables Table
The Receivables table holds all the AR invoices. You can use the search bar to locate specific customers or AR invoices. The buzz icon provides a quick filter for Exceptions. The "Download" button lets you take data out of Loop and use it for internal review and reporting.
Use the "More filters" and "Columns" buttons to access more granular information.
The main table shows the Invoice #, Payor, POD policy status, Delivery method, Receivables status, and Invoice amount on the main table. The top banner shows the different receivables statuses:
Draft -This invoice is still being composed
Open - This draft invoice is now finalized and the invoice recipient has been made aware that this record exists. The AR balance is now aging on this account
Payments can be applied to this invoice now
Once an invoice is set to “Open”, it is considered immutable. Modifications must be made only through adjustment records
Void - The open invoice is no longer valid
The "Required Artifacts" column displays a green paper icon (POD policy complete), a red paper icon (Missing POD), or a dash (No required artifacts). The "Email delivery" displays how the customer receives the AR invoice:
Enabled - customer invoicing delivery method is email
Not enabled - customer invoicing delivery method is offline
Sent - email sent directly from Loop to the customer
Unable to email - there is missing information preventing the email to sent successfully
AR Invoice
Click on the hyperlink to view the details for the AR Invoice. The status will appear on the top banner. Click the "Finalize" button once the AR invoice is ready to email or download for your customer. The invoice card displays the total, Payor, Payment term, Finalized date, and Email delivery.
Click on the Payor link to navigate to the Organization's profile. Here you can locate the delivery method and other invoicing requirements.
The three-dot button on the upper left corner provides more actions that can be taken on the AR invoice
If an Exception is added to the invoice, a top panel will appear with the label. If you click on the Exception, a right-hand panel will appear for you to add, edit, or remove the Exception.
The line item will populate through shipment artifacts ingressed by Loop’s system. You can manually add more line items by clicking on +
A drop-down will appear to select the line item category
Manually enter the dollar amount
Delete a line item by using the red circle button
The six-dot feature lets you move the line items in a different order if needed
Below the line items is a note box where you can write a message to the customer
Below the line items is the Artifacts section where you can view the details, download, or attach entity data to the AR invoice.
Select the large "Attach to AR invoice" to include the artifact in the AR invoice
The three-dot button allows you to "view detail" or "download"
Click the red circle button to remove an attached artifact
The right-hand panel of the AR invoice shows related shipments and AP invoices. Click on the Shipment and AP Invoice cards to view more details.
Finalize an AR Invoice
Once the invoice is ready click the large “Finalized" button. Depending on the invoicing profile the user can download or email the invoice.
If the invoicing profile is via email, a pop-up will appear to send to the customer directly via Loop
Remittance email will populate but you can also manually add new emails and CC emails
The left side provides the Subject, Message, and Attachments for the email
There will be a watermark “DRAFT across the invoice until it is finalized
Click "Send"
The status will update to "OPEN"
The three-dot button will now allow users to add credit, download supporting artifacts, or void invoice
If the invoicing profile is offline, you can download the invoice on an individual invoice level by clicking the upper right three-dot button. You can also use the "download" button on the main table
Bulk Confirm
To finalize multiple invoices at once navigate to the main table. Click the boxes on the far left-hand column and a banner will appear below to "Finalize drafts."
Click the button and a pop-up will appear with the number of invoices that were able to be Finalized.
Reasons an invoice would not be finalized: wrong status, no email attached or missing POD
Add Credit
Once the invoice is finalized and moved to “OPEN” status, you can add credit if an overpayment is outlined.
Click the three-dot button on the right-hand corner and select "Add credit"
A pop-up will appear
Select credit type and credit amount
You can also select "add additional credit"
Once a credit is added, the AR will update and users will have the opportunity to resend the invoice
Credits are not editable or deletable once added
Void an AR Invoice
Click the three-dot button and select "Void invoice"
If the invoicing profile is email, the users can have the option to resend the void invoice
Once voided a red banner will appear on top of the invoice with a timestamp
Missing Information
The red triangle warning sign indicates a block in the email delivery method.
To update the missing information, click on the customer's hyperlink to view the AR invoice. A large yellow banner will appear on the top of the paper with instructions. Click the "Add" button to navigate to the Organizations page to update the business information.
The "Finalize" button will be greyed out until the missing information is added
Updating Invoice Requirements
To update the delivery method and required artifacts click on the customer's name on the invoice card.
This will navigate you to the Organization tab. Click --> Invoicing profile --> Invoice finalization settings.
A new page will appear to select the settings:
Attachment format
Bundle into a single PDF packet
Zip as separate files
Require specific artifacts to be attached
At least one artifact marked as Proof of Delivery
Bill of Lading
Enable Loop email delivery
enable the ability to send invoices and supporting artifacts directly to the customer
Activity Log
Once an action is performed on the AR invoice the "Lastest Activity" banner will appear
Click on the banner to populate the Activity Feed on the high-hand panel. The actions displayed are Finalize, Sent, Resent, Credit, or Void.
