Timberscan Titanium
Link is below:
https://kastbuild.timberscantitanium.com/Login
Login & Setup
If you have login questions or issues please contact Matt Grimm via email. Your project accountant can also assist with general questions or processing issues.
Type in User Name and Password. The first time password is Kast701! Please reset to your own personal password. Click Login and the screen below will appear.
Select: kastconstruction
DO NOT SELECT kastconstruction-imp or gritconstruction
The Kastconstruction-imp is for testing purposes only and gritconstruction is for Grit invoices. The field does not have access to either entity and everything will be blank.
Your screen will be similar to the one below.
The “hamburger” in the upper left will expand or collapse the tool bar on the left. You can determine which view works best for you.
The tool bar has multiple dropdowns, each can be expanded using the carrot on the right side of the toolbar.
Document Automation:
Your dropdown for Document Automation will have “Workflow Task Queue”, “On Hold Task Queue”, “Scheduled Task Queue”, and “Error Task Queue”.
Workflow Task Queue:
You will be able to see the invoices that are in your queue for approval.
Click the arrow to expand the tab.
Your assigned invoices will be in the Workflow Task Queue, as shown above.
Click the “+” to expand the dropdown to see your assigned invoices.
This will allow you to see all the invoices in for your approval.
Check the box next to the invoice or click “Select All” or individually check the boxes next to the invoices you would like to review.
Then click “Execute”
You will be taken to the screen below.
The top row will be filled out, by AP, with the exception of the “Converted from” box. You will need to attach the invoice to the commitment. That will be found in the “Converted from” box. The magnifying glass will show all the commitments for your project and vendor. If there is no commitment, you will need to switch the “Transaction Type” to “Non Commitment Invoices” and then please proceed to the second row and fill out the information.
Below is a screenshot from the Transaction Type. You ONLY need to select “Non Commitment Invoices” or “PC Commitment Invoices”. Unfortunately, we are unable to hide or delete the other options.
You will need Project/Task (which is the Cost Code)/Cost Type (need to use CAPITAL letter O/S/M)/Quantity should be 1 and Unit “EA”. Price is the invoice amount.
Once the invoice is completely filled out. You can send it along the Workflow path by hitting “Approve”
You can also “Reject” the invoice which is next to Approve, if there is something wrong. Please note, ONLY reject the invoice if it coded incorrectly. If you are disputing the invoice with the Vendor, please keep it in your queue and DO NOT reject it back to AP. AP is not a holding ground for disputed invoices. If you never plan to pay the invoice, please process it at zero dollars and add a note why you are doing so. That way accounting has a record of why the invoice was zeroed out and not paid, when the vendors try to inquire about the nonpayment.
The ”Add Note” button is circled below.
There are two ways to “Hold” an invoice. The way to hold the invoice but still send it along the approval workflow is below.
On the Top Row under “Workflow Task Queue” there is a check box all the way to the right. Checking that box and approving the invoice will send it to accounting but accounting will not be able to pay that invoice until the PM says it is fine to pay out. Accounting will periodically ask about the held invoices but please keep those on your radar to follow up with your project accountant.
The second way to hold an invoice has a separate queue.
Please note that the workflows are not set up with individuals but rather with groups. Please DO NOT reroute invoices to individuals. If an invoice needs to be rerouted, please reroute to the Project Admin, Project PM, or Project Accountant. Those are found under the “Route to user group” not the “Route to user”.
On Hold Task Queue:
This queue is for invoices that you would like to move from your “Workflow Task Queue” if you are holding a disputed invoice and do not want to keep seeing it when you work through your invoices.
Clicking the button circled in blue, below, will move invoices into this queue.
Once you want to release the hold, simply click in the queue and approve the invoice. That will move it along the workflow.
Scheduled Task Queue:
This is simply a holding queue after you approve the invoices. Most invoices only spend a fraction of a second here before moving along the workflow. There is no need to ever click in this queue.
Error Task Queue:
This queue is for invoices that error out while syncing. Syncing only happens when accounting final approves the invoice, so no need to click in this queue.
Reports and Document Setup:
These are not used by the field but are visible due to the permissions for Inquiries.
Inquiries:
Invoice Inquiry will be the main report/inquire to use for invoice research.
Select “Show job costs” and switch the Doc Type to “Purchasing Transaction” This will be the most efficient way to see what has hit the job. You can the filter down the information using the other filters along the left side of the inquiry.
You can also export this information by clicking “Report”. This will give you options for Excel, PDF, or Zip file. The PDF, as selected below, will export the invoice images for the Pay Applications. Please note, you may need to filter down using the date, to get all the images to export.
Clicking the eyeball will show the invoice and any backup associated with it.
Clicking the message icon/view notes, will show the secondary screen in the second screenshot.
Clicking the “Show Logs” box will show the invoice’s path along the workflow and who, if anyone, the invoice is with.
The last icon will show the workflow for that particular invoice.
Invoice Status Inquiry:
This report only shows the invoices that are currently in Titanium. Invoices that have been fully processed will not be visible in this report.
Workflow Execution Inquiry/Check Inquiry/Document Inquiry:
These are unnecessary and the field does not have access to run these reports.
