Bulk Edit the Invoice Header Table

Overview

The Deduction Reconciliation Module (DRM) in Vividly is a comprehensive tool designed to help accounting and finance teams process and validate deductions taken from check remittances by distributors and direct customers. One of the key efficiency features within DRM is the invoice bulk editing capability, which allows users to edit multiple invoice headers simultaneously rather than processing them one at a time. 

Steps

The bulk edit functionality is located within the Business > Deduction Reconciliation module in Vividly. In order to use it, you'll have to follow these steps: 

1. Navigate to Business > Deduction Reconciliation in Vividly

2. Locate the deduction transaction you want to work on from the transaction list

3. Click into the transaction to open the deduction details page

4. You will see the invoice header section displaying all invoice headers associated with this transaction

5. Locate the checkbox at the top of the invoice header table (in the header row next to "Invoice #" column)

6. Click the top checkbox to select all invoice headers in the table

7. All invoice headers will now be highlighted/selected

8. Look for the edit icon (pencil) that appears in the header row on the right side

9. Click the edit icon/pencil to enable bulk editing mode

10. All fields for all selected invoice headers will now become editable simultaneously

11. Click on "Save" button to confirm changes, or "Cancel" button to cancel them

Bulk Editing Invoice Header Fields

1. Invoice Number: Update or modify the invoice number for selected headers (if needed)

2. Dollar Amount (Original Amount): Enter or correct the deduction dollar amount for each header

   1. Click into the dollar amount field for each invoice header

   2. Type the correct amount from your backup documentation

   3. The system will validate that total invoice amounts match the transaction amount

3. Backup Source: Select the appropriate backup template for scanning
   

   1. Click the backup source redirection icon for each invoice header, in order to be redirected to the "Select Backup Source" window

   2. Search for or select the correct backup source (e.g., "UNFI West MCB", "Albertsons Safeway Scan AOW")

   3. The system will show a preview of the backup template to confirm you're selecting the correct one

   4. If you don't have a backup source for a particular invoice, you can leave it as "None" or click "Unattach Source"

Tips

• Always verify the total invoice amounts match the transaction amount before proceeding to scanning

• Use the backup source preview feature to confirm you're selecting the correct template

• When selecting promotion types, choose only the types that are relevant to avoid incorrect matching later

• The bulk edit feature is especially helpful during month-end when processing high volumes of deductions

• If you make a mistake, you can easily re-edit by selecting the invoice headers again and clicking the edit icon