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Import Tool
From where can you download the InvoicingSM Import tool?
You can download the latest version of the Import tool from the Import Tools menu option in the Application Administration area of InvoicingSM. Installer download requires the Downloads - Broker Import or Downloads - Vendor Import permission.
Is there any documentation for the Import process?
When signed in to the Import tool, click Help on the toolbar to open online Help.
Does the system time out apply to the Import tool?
The time out feature does not apply to the Import tool.
If an invoice header or detail record is accidentally deleted, can I get the record back?
If a record is accidentally deleted, it cannot be undone. If the record is needed, re-open the invoice header, line item, and image files containing the deleted record. You can then manually remove any unneeded records.
Is there an Import tool report that captures submitted invoices?
No, but you can review the Daily Inventory report in InvoicingSM that enables you to search for submitted invoices based on the date submitted. This is a useful report to review after you import a batch of invoices. It helps you ensure that all invoices you intended to import/submit were submitted.
When deleting the local data file, I was kicked out of the application. What is the reason for this?
Please contact Client Support for direct support.
What is the purpose of the Validate options if the Import options both validate and import?
This feature enables you to validate a group of invoices without importing them. ICE implementation teams responsible for creating the header, line item, and image files on behalf of a client can use this feature to test their files before the client goes live with InvoicingSM. Most clients would not use this feature on a daily basis.
A vendor or broker has multiple offices or locations. Will that vendor or broker be required to use one of multiple sign ins?
Vendors or brokers can access multiple locations or offices with one sign in using the Proxy feature in InvoicingSM. Contact Client Support to discuss setting up the Proxy feature for your company.
After I performed an import, some records in my invoice header, line items, and image records produced errors and were not sent to InvoicingSM. How can I save the errors so that I can correct the problems on those records and retry importing them?
After you use the import option and before you open any new invoice header, line item, or image files, you can use Clear Imported Items under the Tools menu. This option clears all successfully imported invoices, line items, or images and leaves the ones that failed due to errors. You can then correct the errors and run the import option again. To save the items that are left in the queue, click File and select Save Invoice File As, Save Line Items File As, or Save Images File As as needed.
I’ve never used the Import tool before. How do I get information on specs and arrange to create set of test files to verify that formatting is correct?
Contact Client Support for direct support regarding specifications, information, and training information. You can then create a set of test files to review formatting.
Email Notifications
What notifications are sent to vendors/brokers via email versus eMessages?
The following notifications are sent through email messages:
What vendor/broker or servicer users are sent email notifications and when are they sent?
Email notifications are sent out according to a client-defined schedule: nightly, weekly or monthly. Some notifications, such as payment import error notification, only go out if a particular condition is met (such as an error). Notifications are not logged to chronology because most are not invoice specific.
eMessages
Can eMessages be printed?
Yes. eMessages can be printed by clicking the Thread button in an opened eMessage and then clicking the Print button.
Are eMessages visible on the invoice?
Any eMessage associated with an invoice can be viewed by clicking the History eMsg button while reviewing an invoice in the Invoice Editor page.
Why does the Inbox appear to refresh after a message is read?
If a user reads an eMessage, closes it and clicks Refresh, the eMessage will be removed from the Inbox. To view it, use the Search option within the eMessage option.
What are the differences between an eMessage and an announcement?
Announcements are controlled by InvoicingSM. A servicer can send an eMessage to all vendors, all users for a specific vendor, or a specific user for a specific vendor.
What is the eMessage thread option?
The eMessage thread option provides a history of the eMessage and contains all messages sent, received and forwarded. From within the thread view, you can click the from or to links to open the user information web page dialog and send either an eMessage or an e-mail message. A Print button enables you to print a single thread. The eMessage is also threaded if the client entered the loan number, invoice number, or both.
Can I copy and paste information from another application into an eMessage?
Yes.
Is there a limit on the number of eMessages that can be sent back and forth?
There are no limitations on sending or receiving eMessages.
What type of eMessages appear in the Outbox?
The eMessages Outbox only stores your sent eMessages that were tagged with the Reply Required status and have not been replied to yet by the recipient.
Fee Cost Quote Requests
How far back in time will the Fee Cost Quote Completed Report go? Is there a limit on the date range?
Currently there is no limit.
Final Bill
Will final bill deadlines be visible when creating an invoice?
An invoice alert will display during the invoice creation process indicating that a final bill has been requested from the servicer.
How are pending final bill deadlines responded to by a vendor?
Vendors can review the Invoice Deadline Pending Report, which lists all pending deadline items. If there are no invoices to submit, the vendor can click the NI button (No Invoice to Submit). If invoices have been submitted for the loan, the vendor can click the AS button (Already Submitted). The page refreshes and the items are removed.
Invoices
How long do invoices remain on the system?
After seven years of no invoice activity on a loan, the information is purged unless legal hold requirements apply. Contact Client Support for more information about InvoicingSM purge configurations.
What should the attorney enter for the scheduled sale date if there is no date?
Scheduled Sale Date is not a required field. The field is an informational field to help added due to the request from an outsourcer. If the sale date is held and the vendor does not add a scheduled sale date, there is no penalty or error.
There are times when an attorney does not have a publication or first legal date and that field is required. How is this handled in InvoicingSM?
If neither the first legal action date nor publication date has been completed, the vendor can use the referral date.
Can invoice templates be created for common invoice types like POC's?
Invoice templates are not a current feature of InvoicingSM. The Import tool provides the most efficient way to submit multiple invoices. Contact Client Support for more information about the Import tool.
How are hourly line items submitted in InvoicingSM? Is qty the number of hours or should it be left as 1 and the total amount entered?
The quantity (qty) can be changed on certain invoice types - Contested or Hourly are examples. For these invoice types, the qty could be 1 or if the rate per hour is 150 and the number of hours is 1.25 (1 hr. 15 min.), then the system multiplies these two for the amount billed shown in the summary at the top of the line items. For most invoice types, the qty cannot be changed.
How many characters are available for line item comments?
The character limit for line item comments is 255.
Is there a limit to the number of line items that can be submitted on an invoice?
There is no limit to the number of line items that can be added to an invoice in InvoicingSM.
Is there a way to flag an invoice for the servicer to approve an invoice in a timely manner?
Vendors can send an eMessage marked Urgent to alert servicers.
Does the Chronology tab include both servicer and vendor/broker actions?
Yes. All servicer and vendor actions related to the invoice are included on the invoice Chronology tab.
When I submitted an invoice, an over-allowable exception was created. However, the fee guideline is not correct. What should I do?
Guidelines are provided by the servicer; therefore, please contact the servicer for assistance.
I submitted an invoice with the wrong invoice type. How can the invoice type be changed?
On the Invoice Editor page, change the invoice type in the Invoice Type list. Then click Save & Submit.
If a disputed adjustment is denied by the servicer, how is the vendor notified?
The servicer submits a line item adjustment to the vendor. The vendor may adjust the line item back up only one time. The servicer can adjust the item back down again. The invoice is sent back to the vendor who may only add comments. No further notification is sent. The vendor also receives a nightly notification for outstanding adjustments.
What is the earliest adjusted date?
The earliest adjusted date is the date of the most recent adjustment not responded to by the vendor.
How many times can a resolution on an invoice go back and forth between a servicer and a vendor/broker?
A resolution's responses and replies can go back and forth for an unlimited number of times between a servicer and a vendor up until the time the servicer completes the resolution. Upon completion, the servicer can also start another resolution on the same invoice.
How many times can a line item adjustment on an invoice go back and forth between a servicer and a vendor/broker?
The vendor only has one opportunity to change the amount of a line item adjustment. Once this occurs, the servicer can decrease the line item again. The adjustment goes back to the vendor but the vendor can only respond with a comment. If they fail to respond within the specified days set by the servicer, the servicer can curtail the adjustment and approve the invoice for payment without the vendor's permission. A notification is sent to the vendor informing them of the curtailment.
Is the auto-curtailment feature servicer-defined or defined by InvoicingSM?
InvoicingSM allows the servicer to define curtailment options. This includes parameters on how many days an adjustment can be pending vendor response before the servicer can curtail the adjustment and approve the invoice.
Are invoice numbers case-sensitive when searching for an invoice?
Invoice numbers are not case sensitive. Only InvoicingSM sign in passwords are case sensitive.
Invoice numbers are not loan numbers.
If an invoice is voided, is the vendor/broker charged for the invoice?
There is no charge for a voided invoice.
The servicer contact is not on the invoice. Who should the vendor/broker contact for an individual invoice?
The servicer contact is not currently part of the invoice. To contact someone at the servicer location, you can click the Create eMessage link on the Invoice Editor page and select a user.
How is Days to Process calculated?
The Days To Process field begins to compute when the invoice is submitted. Once submitted, this field stops calculating due to the following:
How can I print a copy of the invoice?
Invoices can be printed from the Invoice Editor page by clicking the Review button at the top of the invoice. The invoice opens as a .pdf and can be printed or saved.
What is the reminder message on the invoice and how does it work?
Servicers can communicate special reminder messages to you in the form of a note when you open an invoice. Reminders can be based on a specific servicer, department, and/or loan number for which the reminder was configured.
After I enter a loan number on page 4 of the Invoice Wizard, I get the message: You must enter a valid loan number to continue. Why do I get this message when I'm sure the loan number exists for the Servicer I chose just before that on page 3 of the Invoice Wizard?
This may be a case where the servicer name you selected on page 3 of the Invoice Wizard is actually a servicer group. The loan number for which you are attempting to create an invoice is associated to a servicer under that group; however, your company has not been activated for that particular servicer under that group. Please contact Client Support.
Loan Data
Can the recommend pending loan data feature be used for missing loans?
Not at this time. The ability to use InvoicingSM to report missing loans is currently being reviewed. Contact Client Support when you need direct support.
What impact, if any, does a pending loan data recommendation have on invoice status or ability to approve an invoice?
If the servicer opts to review the invoice and there is a recommended loan data change pending, the servicer must address the loan data change before the invoice can be processed. The invoice status is still Submitted.
How can I print a recommended loan data change?
Recommended loan data changes cannot be printed at this time. You can copy and paste screen captures of recommended loan data changes into a word processing document and then print the document.
Reports
Does the user permission level determine what reports they can see?
Yes. The user’s permissions determine what reports they can see.
As a vendor, if some invoices submitted are subject to outsourcer review, will the vendor be able to see both the servicer and outsourcer users from the Servicer Rolodex Report?
Yes. Vendors see the servicer and outsourcer users in the Servicer Rolodex Report.
Is there a report to review how many invoices were created by a user?
Yes. The General Invoice Status report includes a Created By filter.
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Confidential, Proprietary and/or Trade Secret
TM SM Registered Trademark(s) of Intercontinental Exchange, Inc. or a subsidiary or affiliate
Copyright 2024 Intercontinental Exchange, Inc. All Rights Reserved
ICE | Privacy Notice
Confidential, Proprietary and/or Trade Secret
TM SM Registered Trademark(s) of Intercontinental Exchange, Inc. or a subsidiary or affiliate
Copyright 2024 Intercontinental Exchange, Inc. All Rights Reserved
