Information Guide
Vendor FAQs
Frequently Asked Questions
Presented by: Oildex Vendor Services Department
TRANSZAP, INC. – CONFIDENTIAL: This document contains confidential and proprietary information of
Transzap, Inc. and may not be disclosed to other than those to whom it was originally distributed.
©2012 Transzap, Inc. All rights reserved.
Contents
Attachments
1.
What formats does Oildex accept for an attachment? .................................................................... 5
2.
How do I attach a document to an invoice? ..................................................................................... 5
3.
How do I see which invoices have attachments and which don’t? .................................................. 7
4.
How do I delete an attachment? ...................................................................................................... 7
5.
I am trying to attach supporting documentation to my invoice but I keep getting an error that
says "Unexpected end of part.” What do I do?........................................................................................... 7
Attention To
6.
Who do I contact if I am not sure who the “Attention to (Employee ID)” should be? ..................... 8
Charge To
7.
8.
Who do I contact if I don't know which "Charge To" code to use? .................................................. 8
How do I search for the correct “Charge To?” ................................................................................... 9
Part Numbers
9.
10.
What if my company does not use part numbers?......................................................................... 10
How do I create a new part number? ............................................................................................. 10
Payment/Approval
11.
12.
13.
Who do I contact if I have a question regarding payment?........................................................... 10
Can I view payment information in Oildex?.................................................................................... 11
How can I communicate with my customer regarding payment or approval? .............................. 11
Problem Invoices
14.
15.
16.
17.
How do I correct invoices/field tickets on the invoice-field ticket error report? ........................... 12
How do I correct a disputed invoice? ............................................................................................. 13
How do I correct a rejected invoice? .............................................................................................. 15
Why is my invoice still in rejected after I corrected it?...................................................................15
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Purchase Orders
18.
Why do I get a “Purchase Order not found!” message when entering my PO number? ............... 15
Revenueworks for Quickbooks®
19.
How can I change my password in Revenueworks for QuickBooks®? ............................................ 16
20.
Why am I having problems transmitting invoices via Revenueworks for QuickBooks®? ............... 16
21.
Why can’t I see any companies in the Recipient field in Revenueworks for QuickBooks®? .......... 17
22.
I added a new Recipient in Revenueworks for QuickBooks®, but they are not receiving the
invoices. What should I do?...................................................................................................................... 17
23.
Can I attach a field ticket in Revenueworks for QuickBooks®?....................................................... 17
24.
Can I see what invoices have already been sent in Revenueworks for QuickBooks®?................... 17
Sent Box
25.
26.
27.
28.
29.
30.
Why are some invoices highlighted in Red in Oildex? .................................................................... 17
What does Expedite, Code, Approve, Being Imported (etc...) mean? ............................................ 18
Why does my invoice not move out of Imported? ......................................................................... 18
I made a mistake on an invoice I sent, how do I correct it? ........................................................... 19
My invoice was deleted, how do I undelete it? .............................................................................. 19
How do I search for Documents in the Mailbox? ........................................................................... 19
Templates
31.
How do I create a template? How do I use a template? ................................................................ 25
Users
32.
33.
34.
35.
What if I do not remember my password? ..................................................................................... 26
How do I update my contact information online? .......................................................................... 26
How do I add or remove users from our company account? ......................................................... 23
We have new people - who do we contact to get them trained? And how much does it cost?... 28
Webform
36.
37.
line?
38.
39.
How do I fill out the Oildex Webform? ........................................................................................... 25
Why do I have to create several lines on the invoice instead of putting the information on one
........................................................................................................................................................ 25
What is the difference between a blue X and a red X when I click “Validate”? ............................. 25
How do I submit a credit invoice?................................................................................................... 25
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40.
I am trying to create a new invoice, but I do not have an “Outbox” tab so I can't find the “Create'”
icon. What do I do? ..................................................................................................................................... 26
Reports
41.
42.
43.
44.
Where do I go to access reports? ................................................................................................... 26
What’s the difference between a “Sender (Subscription)” report and an “On-Demand” report?
266
What “Sender (Subscription)” reports are available to me in Oildex? ........................................... 26
What “On-Demand” reports are available to me in Oildex? .......................................................... 28
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Attachments:
1. What formats does Oildex accept for an attachment?
Oildex will accept attachments in either .TIF or .PDF format. Do not attach a document in
any other format unless instructed to do so by your customer.
2. How do I attach a document to an invoice?
A. Within an open invoice, there is an ‘Attach’ button located at the top.
B. Click on it to open the attachment window. Click on ‘Choose File’:
C. Once you have located the file, click on ‘Open’ within the search window.
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D. From there the file location will show in the left side of the Attachments window.
E. Your supporting documentation has now been attached and should show on the left side of
the window under ‘Attachments for Invoice.’ Click ‘Close.’
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3. How do I see which invoices have attachments and which don’t?
One of the mailbox columns is called “#Attch.” The number in this column indicates the number
of attachments on an invoice. If you click on the number it will open your attachment.
4. How do I delete an attachment?
To delete an attachment, open the invoice and click the “Attach” button at the top. You will see
the attachment listed with a small black X next to it (you may need to adjust the margins to see
the full name of the document and the black X). To delete, simply click the black X:
5. I am trying to attach supporting documentation to my invoice but I keep getting an
error that says "Unexpected end of part.” What do I do?
"Unexpected end of part" means that the file you are trying to attach is either corrupt (most
likely), or is an invalid file type (less likely). When you try to attach an image, Oildex examines it
and tries to verify whether or not the file is valid. In this case, it is not. Please delete the file you
are trying to attach from your computer, re-create the file and try again. Please remember to
be sure and check that the file is less than 10MB in size.
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Attention To
6. Who do I contact if I am not sure who the “Attention to (Employee ID)” should be?
The “Attention to” is either an employee name or business unit. This information is located in
the confirmation email you received from the Oildex Implementation Team. If you are unsure of
which name or office you should use please contact your customer.
Charge To
7. Who do I contact if I am not sure which “Charge To” to use?
The “Charge To” is either a property or an AFE number and should be provided by your
customer at the time of service. If you were not given this information or cannot locate it when
searching in Oildex please contact your customer.
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8. How do I search for the correct “Charge To?”
Click the magnifying glass
next to “Charge To #” to open the search window.
Tips for searching:
a. Use the percent sign (%) for the wildcard symbol when searching. For example, if
you are looking for Smith Well 1-87, start by typing %Smith% in the “Charge to
Name” box at the top of the search window.
b. Try searching in either the “Charge To Name” OR “Charge To Number” field.
Sometimes the name of the property has a number in it.
c. First try putting the dot next to “All property types.”
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d. If this does not return any results, put the dot next to “AFE.”
Part Numbers
9. What if my company does not use part numbers?
If your company does not have part numbers you can create your own. You can use numbers (1,
2, 3, 4…) or letters (for example, “M” could be your part number for “Mileage”). Use whatever
numbers or letters are easiest for you to remember so you use the same ones consistently.
The benefit of part numbers is two-fold. It will act as a shortcut for you and automatically fill in
with the Description, Unit of Measurement, and Unit Price when you type in the part number on
your next invoice. The other benefit is on your customer’s side. If you use the same part
numbers consistently then your customer can set up your account to “Smart Map,” which
means coding information is added automatically and the invoice is immediately ready for
approval.
10. How do I create a new part number?
You can create a new Part Number by simply typing it into the Part # field. This new Part # (and
the Description you create) will be saved by the system after you send the invoice.
Payment/Approval
11. Who do I contact if I have a question regarding payment?
All questions regarding payment or approval should be directed to your customer. The Oildex
support team cannot answer any questions regarding payment.
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12. Can I view payment information in Oildex?
Many customers display payment information in Oildex. If your customer uses this feature, you
can view payment information in the Imported category of your Sent Box, under the “Pay
Status” and “Payment #” columns (see screen shot below). For a list of customers who currently
use this feature, please email [email protected]. If you have payment questions,
please contact your customer directly. Please note, not all customers display payment
information in Oildex.
Note: If you click on the word “PAID” you can see the date of payment.
13. How can I communicate with my customer regarding payment or approval?
Click the gray or blue question mark to the left of any sent invoice:
This will open up an email window where you can type and send a message directly to your
customer:
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Notes:

DO NOT use the email feature when invoices are in “Expedite” or “Rejected.”

The email feature does NOT work Chesapeake. To contact Chesapeake, please
email [email protected].
Problem Invoices
14. How do I correct invoices/field tickets on the invoice-field ticket error report?
If you subscribe to this report you will receive it nightly. This report is a summary of all problem
invoices/field tickets.
If you would like to subscribe to this report login to your Oildex account and click the “Utilities”
tab, then click the “Reports” tab. Open the “Invoice” folder, then click on “Sender
(Subscription).” Click on the report called “Invoice-Field Ticket Problems” and change the status
to “do subscribe.” Click “Save.”
Please see questions #15 and 16 on how to make corrections to problem invoices.
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15. How do I correct a disputed invoice?
The Disputed category contains invoices that have been received and disputed by the customer.
Disputed invoices are removed from the workflow; they cannot be processed until the dispute is
resolved. A disputed invoice is indicated by a red question mark, which appears in the
Mailbox, to the left of the invoice number, and also on the invoice.
To respond to a dispute:
1. Click the red question mark to open the 'Comment and Dispute' form.
2. Read the comment(s) in the Comments section.
3. Next, open the invoice and make the necessary changes. After you have made the changes,
select 'Save' from the File menu.
4. Go back to the 'Comment and Dispute' form. Type a comment in the text field (or select a
comment from your Pick List. The Pick List comment will display in the text field when it is
selected) and then click the 'Email' button. The email communication form opens; the
comment will appear in the text field. The form is addressed to the contact person at the
receiving company, and your email address appears in the From field.
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5. Click the 'Send' button. The Email form closes after the email has been successfully sent, and the
Comments and Dispute form reappears.
6. Click the 'Save/Correct' button. (The Comment and Dispute form will close.)
7. Re-send the commented and corrected invoice. (Click the 'Send' on the invoice page, or click the
checkbox next to the invoice number in the Outbox, and then click the
Send button.
Notes:


The red question mark will change to a green question mark, indicating that the invoice has
been corrected and re-sent. The green question mark also appears in the Inbox of the disputer,
who then "undisputes" the invoice. Vendors cannot remove invoices from the Disputed
category.
A comment must be added to the invoice before returning the invoice to the disputer.
Click here to view a document that goes over this process, or click here to watch a brief training
tutorial that will show you how to deal with rejected invoices.
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16. How do I correct a rejected invoice?
1. Click Rejected on the left panel of the Outbox.
2. Select Assigned from the Filter Display drop-down list to view invoices assigned to you.
1. Open the invoice by clicking the Invoice #.
2. Click the 'Validate' button at the top of the invoice. The reason(s) for the rejection are listed
on the 'Validation Output' window.
3. Add or correct the information in the required fields, and save the invoice (Go to the File
menu and select 'Save'. Hint: Click the 'Validate' button again before sending to make sure
that all required fields are filled in.
4. Click the 'Send'
button.
17. Why is my invoice still in rejected after I corrected it?
You will need to resend the invoice after correcting it. To do this you can either open the
invoice and click the
“Send” button, or click the checkbox
number and click the “Send” button at the top of your Outbox.
next to the invoice
Purchase Orders
18. Why do I get a “Purchase Order not found!” message when entering my PO number?
If you receive the “Purchase Order not found!” error please verify that the number you are
entering is:
a. A valid PO Number for the customer you are billing.
b. Entered correctly in the PO Number field.
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If one or both of the above qualities are incorrect, please make the appropriate change and
submit. You may need to contact your customer directly to determine if the PO Number is valid
for your invoice. If both of the above qualities are correct, please contact [email protected].
Revenueworks for QuickBooks®
19. How can I change my password in Revenueworks for QuickBooks®?
a. Open Revenueworks and Click on the “Configuration” menu at the top. Choose
“Revenueworks Network Configuration” from the dropdown menu. When the Wizard
window opens, click “Next.”
b. Fill in your UserID and your new password, then click Validate. You should get a message
that says “Your UserID and Password are Valid.” If you do not get this message then the
user is either:
1) Not using the same login that they use for Oildex
2) Does not have QuickBooks opened
3) There is a popup blocker or security setting on the user side that is blocking the
login
c. Click Next, then click Finish.
20. Why am I having problems transmitting invoices via Revenueworks for
QuickBooks®?
If you submit invoices via Revenueworks for QuickBooks® and you upgrade your PC, add new
computers, make a system upgrade of any kind, or update your version QuickBooks then please
email [email protected] to set up a reconfiguration.
If you have not made any recent upgrades but are still having problems transmitting, then
please contact [email protected] for further assistance.
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21. Why can’t I see any companies in the Recipient field in Revenueworks for
QuickBooks®?
Re-configuring your accounting system will remove all of your recipients from Revenueworks.
Please email [email protected] to set up a reconfiguration.
22. I added a new Recipient in Revenueworks for QuickBooks®, but they are not receiving
the invoices. What should I do?
During the configuration process, there are many options for each recipient, please contact
[email protected] so we can make sure you are selecting the correct option.
23. Can I attach a field ticket in Revenueworks for QuickBooks®?
No, you will need to login to your account at www.oildex.com to attach supporting
documentation.
24. Can I see what invoices have already been sent in Revenueworks for QuickBooks®?
No, you will need to login to your account at www.oildex.com to view the sent invoices.
Sent Box
25. Why are some invoices highlighted in Red in Oildex?
Red invoices have been marked as a priority by your customer. They may be getting closer to
the due date or require extra attention:
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26. What does Expedite, Code, Approve, Being Imported (etc...) mean?
o
Expedite: An invalid “Attention To” was used on the invoice, however the invoice will be
routed to the correct place by your customer. Expedite invoices do slow down the process
so you want to make sure your invoices aren’t landing in this category.
o
Code: The invoice is waiting to be coded by the customer.
o
Approve: The invoice has been coded and is waiting to be approved by the customer.
o
Import: The invoice has been coded and approved and is waiting to be imported into your
customer’s accounting system on their next scheduled import.
o
Being Imported: The invoice is being transmitted from Oildex into the customer’s
accounting system.
o
Imported: The invoice is in the customer’s accounting system and you can expect payment
to follow.
Note: You cannot control the movement of invoices in the Sent Box. Once the invoice is
in the Sent Box it is beginning the customer’s approval process. After your customer
adds the necessary coding information to the invoice they will move it from Map to
Approve.
27. Why does my invoice not move out of Imported?
Once an invoice has been imported it is in your customer’s accounting system and thus
permanently archived in this category. You can always go into your Oildex account to refer back
to these invoices.
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28. I made a mistake on an invoice I sent, how do I correct it?
Once an invoice has been sent, it is in your customer's workflow and cannot be corrected. You
will need to contact the customer through Oildex (see question #13) and request that
they Dispute it back to you so that you can make the necessary changes. Some customers have
a policy to delete the invoice so that you can resubmit the correct version.
29. My invoice was deleted, how do I undelete it?
Invoices cannot be undeleted. A vendor can delete any invoice that is in the Outbox
(draft/template/reject/dispute). Any invoice in the Sent box can only be deleted by the receiving
operator.
30. How do I search for Documents in the Mailbox?
How to Search for Invoices in the Mailbox
To search for invoices across all Mailboxes:
1. Click the Search link
under the navigation bar (not the Search button in the
Mailbox toolbar). The Search screen opens.
2. Enter the search information in the fields provided and click the 'Submit' button. The search
results will display in the right frame.
3. Click the 'Close' button to close the panel and return to the Mailbox.
Note:




Use % for the wildcard symbol when searching. e.g. K% returns all invoices with a Recipient
name beginning with the letter K.
Use > or < in Amount field. e.g. '>35.00'.
Use Firstname Lastname for Assigned To. e.g. 'John Doe'.
Use mm/dd/yyyy in date fields.
Search results are organized by the Group that the invoice is currently assigned to in the Recipients
workflow.
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To search for a document in a specific Mailbox:
1. Click the Search button
in the Mailbox toolbar (not the Search link that appears next to
the Outbox link). The Search Inbox (Imported Box, Sent Box, etc...)' panel opens. The Search
Mailbox search fields will change according to the document type selected.
2. Enter the search information in the fields provided and click the 'Submit' button. The search
results will display in the right frame.
3. Click the 'Close' button to close the panel and return to the Mailbox.
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Templates
31. How do I create a template? How do I use a template?
Invoice templates can be created from scratch, or from existing invoices in the Outbox or Sent Box.
Templates cannot be sent; rather, a template is meant to be opened and re-saved as a new invoice
draft. Hint: Create a template with frequently used information, such as the 'Bill To', 'Employee
Name/ID', and 'Ship To'.
To create a template from scratch:
1. Select the 'Mailbox' menu tab.
2. Select the 'Outbox' menu tab.
3. Click the
Create button.
4. Select 'Save As" from the File menu, located at the top of the web form. The 'Save As' window
will appear.
5. In the 'Save As' window, Select the Template radio button, type a name for the template in
the field, and click the 'Save' button. A message will appear, confirming that the template was
created. Click "OK". After you click "OK", the template reappears with a light green background.
It will also be saved in the Outbox in the Templates category.
Notes:

Templates are not sent, but are stored in your Outbox. You can re-use a template
repeatedly, making any necessary changes each time it is used.
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


Any invoice in the Sent Box or the Outbox can be saved as a template or a new draft.
Open the invoice (that you want to save off as a template) by clicking the invoice number.
Select 'Save As" from the File menu,
Select Template button, type in a name or number, and then click the 'Save' button. The
document will be saved in the Templates group in the Outbox.
Users
32. What if I do not remember my password?
Click the “Forgot password?” link and a temporary password will be emailed to you.
If you type the wrong password incorrectly 5 times your account will be disabled. If this
happens, please contact [email protected] to have your account reactivated.
33. How do I update my contact information online?
Contact Information, such as Name, Email Address, Phone Number, and Password, can be
updated on the User Settings page under the Utilities Tab. Please follow the instructions below.
a. Click on the Utilities Tab at the top of your screen.
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b. Click on Preferences.
c. On the left side of your screen, select General and then Personal.
d. Update information and save.
34. How do I add or remove users from our company account?
How to Add a User in Oildex
(NOTE: You must be an Admin in Oildex to add new users. To be set up as an admin, please
contact [email protected].)
1) Login to your Oildex account. Click the “Administration” tab, then click the “Users” tab.
2) Click “Add User”
a. Fill out the name, email address, and phone number.
b. Assign a UserID. NOTE: The standard format for user ID is firstname.lastname, all lower
case (for example, john.smith)
c. Assign the role of “Administrator”. Please do not use Admin Only. Select whether you
would like the password emailed to the user or set manually on save.
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d. If setting the password on save, please assign a generic password. We recommend
“oildex.”
e. Click “Save.”
Please note: Do not delete or edit the Admin Only User. The Admin Only UserID is used by Oildex
Support to assist you with all support related inquiries.
35. We have new people - who do we contact to get them trained? And how much does it
cost?
Oildex offers free online training classes every week. Additional training comes at no cost to the
vendor. If you would like new users trained please email [email protected] for
available times.
If you would like to train independently, please use the “Help” tab in Oildex to view a tutorial
video.
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Webform
36. How do I fill out the Oildex Webform?
Please use the Help tab to view a brief tutorial video that will show you how to fill out the
Webform.
37. Why do I have to create several lines on the invoice instead of putting the
information on one line?
Multiple line item entries allow your customer to break out the invoice into different internal
accounting codes for their internal use.
38. What is the difference between a blue X and a red X when I click “Validate”?
A blue X is a soft error that is alerting you to something that is out of the ordinary. The invoice
can still be submitted with a blue X. A red X indicates a correction that must be made in the
invoice. The invoice cannot be submitted without correcting errors that are marked with a red
X.
39. How do I submit a credit invoice?
To submit a credit invoice on the Oildex Webform you will simply create the invoice as you
normally would, except that you will put a negative number in the ‘Unit Price’ field. The
Quantity has to be a positive number on electronic invoices so make sure that the amount is
negative and your invoice will be a credit.
If you are crediting an invoice and need to reference the same invoice number, please include
an alpha character at the end of the invoice number so that it is not disregarded as a duplicate
invoice.
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If you are filling out the Webform, remember to enter the original invoice number in the
“Reference ID Value” field:
40. I am trying to create a new invoice, but I do not have an “Outbox” tab so I can't find
the “Create'” icon. What do I do?
This means your account has not been properly configured. To resolve this issue, please email
[email protected].
Reports
41. Where do I go to access reports?
You can locate reports by logging into your account and clicking the “Utilities” tab at the top.
Click the “Reports” tab, and then open the “Invoice” folder.
42. What’s the difference between a “Sender (Subscription)” report and an “On-Demand”
report?
A “Sender (Subscription)” report is emailed to you on a regular basis (daily, weekly, or monthly
depending on the report). An “On-Demand” report is emailed to you immediately and usually
arrives in your email mailbox within 20-30 minutes.
43. What “Sender (Subscription)” reports are available to me in Oildex?
The following “Sender (Subscription)” reports are available:
Active Invoices for Sender: This report identifies all invoices that are currently “active,”
meaning they are in the Expedite, Map, Approve, or Import categories. This report is
emailed out every night at midnight Mountain Time.
Disputed Invoices: This report identifies all invoices that are currently in your
“Disputed” category. You can choose to receive this report daily, weekly, or monthly.
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Field Tickets without an Invoice: This report only applies to vendors who fax, email, or
FTP their field tickets to Oildex. It identifies any field tickets that have
been received but have not been assigned to an invoice. You can choose to receive this
report daily, weekly, or monthly.
Imported Invoices Summary: This report lists all invoices imported by your customer
the previous day. This report is emailed out every night at midnight Mountain Time.
This report is emailed out every night at midnight Mountain Time.
Invoice Acknowledgement Summary: This report is an invoice acknowledgement report
summary listing all invoices sent by your company during the previous day. It does not
contain error messages. It includes all invoices for all business units in your company,
and is sent after midnight Mountain Time.
Invoice Error Acknowledgment Summary: This report is an invoice acknowledgement
report summary listing all invoices sent by your company during the previous day. It
contains error messages. It includes all invoices for all business units in your company,
and is sent after midnight Mountain Time.
Invoices Awaiting Field Tickets: This report identifies any invoices that have been
received but do not have an attachment. You can choose to receive this report daily,
weekly, or monthly.
Invoices Sent: This report identifies all electronic invoices sent by your company the
previous day. This report is emailed out every night at midnight Mountain Time.
Invoices Sent Summary: This report identifies the count of electronic invoices sent by
your company the previous day. This report is emailed out every night at midnight
Mountain Time.
Invoice Cycle Time Summary: This report measures invoice cycle time. It includes
invoices from the previous month. This report is sent the first workday of each month.
Output fields: date range, invoices paid, average cycle time from receipt of invoice to
payment and approval, average cycle time from coding of invoices to approval, and
average cycle time from approval of invoices to payment.
Invoice State Summary: This report provides a summary of outstanding invoices
organized by state and assigned to user. This report is sent the first workday of each
month. Output fields: date range, invoice state, Assigned To User, total dollar value of
invoice, and total invoice count.
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Rejected Invoices This report identifies all invoices that are currently in your “Rejected”
category. You can choose to receive this report daily, weekly, or monthly.
Un-reconciled Field Ticket Totals: This report only applies to vendors who fax, email, or
FTP their field tickets to Oildex. It lists the total amount due for any field tickets that
have been received but have not yet been assigned to an invoice. You can choose to
receive this report daily, weekly, or monthly.
44. What “On-Demand” reports are available to me in Oildex?
The following “On-Demand” reports are available. If you request an “On-Demand” report
please allow 20-30 minutes for it to arrive in your email mailbox.
Disputed Invoices: This report identifies all invoices that are currently in your
“Disputed” category.
Field Tickets without an Invoice: This report only applies to vendors who fax, email, or
FTP their field tickets to Oildex. It identifies any field tickets that have been received but
have not been assigned to an invoice.
Invoices Awaiting Field Tickets: This report identifies any invoices that have been
received but do not have an attachment.
Rejected Invoices This report identifies all invoices that are currently in your “Rejected”
category.
Un-reconciled Field Ticket Totals: This report only applies to vendors who fax, email, or
FTP their field tickets to Oildex. It lists the total amount due for any field tickets that
have been received but have not yet been assigned to an invoice.
Vendor Reports: These reports only apply to vendors who use a CSV, EDI, PIDX, or
Revenueworks transmission to submit invoices into Oildex. Utilizing these reports you
can choose to receive a list of all current, active “Attention to” codes, AFE numbers, or
property numbers for any of your customers. Begin by selecting your customer’s name
from the trading partner list, then choose whether you want “Attention to” codes, AFE
numbers, or property numbers. Select the format you prefer and verify your email
address. After clicking “Request report,” the report can require 20-30 minutes to
appear in your email mailbox.
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