How-To Reference Sheet

How-To Reference Sheet -- Top 10 Questions

DOWNLOAD HERE --  MT_HowToReference_Sheet_Web_09.15.2017.pdf 

Q: I don’t remember my username and/or password. How do I get this?

A: Your username is always your email address. To reset your password, use the password reset link on the login page and an email with a new temporary password will be sent to your email inbox. Click here to see the complete help article.

Q: How does MineralTree deliver my checks? When will my vendor receive my check payment?

A: Once a check payment has been approved in MineralTree, your check is printed and mailed from a processing facility in North Carolina the next day. Checks are sent via USPS First Class Mail and you can expect your vendor to receive your payment within 3-5 business days. Click here to see the complete help article.

 

Q: Does MineralTree allow me to recall payments? How do I do this?

A: MineralTree check payments can be recalled any time before midnight local time on the day they are submitted for approval. Accounting Manager users can recall a payment before or after it’s been approved. To recall, find the payment on the Payments or Search tab, click on the payment amount link and click “Add to Queue”. The payment will be returned to the “Selected Payments” queue on the Invoices tab. Click “Remove All” to move the bill(s) back to the Unpaid Invoices list. Payment Authorizer users can reject a payment that is pending approval or has already been approved. To reject, click the “Reject” button on the payment detail page. An email will be sent to Accounting Manager users indicating the payment has been rejected. For ACH payments, the process to recall or reject is the same, but the cutoff time is determined by your bank. Click here to see the complete help article

 

Q: How do I apply credits in MineralTree?

A: Credits will display in MineralTree (individual credits are shown on the Search screen, overall credit balance for a vendor is shown on the Vendor Details and Invoice Details screens), but cannot be applied. To apply credits to a vendor invoice or payment, you will need to perform this action directly in your ERP/accounting system. Once they are applied to a specific invoice in your accounting system, this will sync to MineralTree automatically and update the balance on the invoice. The remittance from MineralTree will include details on the credit(s) applied to the invoice. 

For QuickBooks Online Users | For QuickBooks Desktop Users | For NetSuite Users | For Microsoft Dynamics GP Users | For Intacct Users

 

Q: How do I delete an invoice in MineralTree?

A: To delete an invoice in MineralTree, click on the invoice number link (if there is no invoice number, the link will say “details”) from the Invoices tab or Search tab to go to the Invoice Details screen and then click the trashcan icon. If the invoice has payments linked to it, the trashcan icon will not display. You’ll need to void these payments before you can delete the invoice.*Please note: If an invoice is deleted in your accounting system, the deletion will NOT sync back to MineralTree. You will need to manually delete the invoice in MineralTree after it has been deleted in your accounting system. For Intacct, deletions are synced over automatically and so do NOT need manual adjustments.  Click here to see the complete help article.

 

Q: How do I void a payment in MineralTree? Do I still have to stop the check/reverse the ACH transaction with my bank?

A: To void a payment in MineralTree, find the payment in the Search or Payments tab (search by vendor name, amount, check number, invoice number of bill being paid, etc.), click on the payment amount link, and then click “Void”. This will void the payment in MineralTree and bring the invoice(s) being paid back to the Unpaid Invoices list. *Please note: You will also need to manually void the payment in your accounting system. You will need to contact your bank to issue a stop payment on the check or to reverse the ACH transaction in order to have the payment truly cancelled. The VOID action in MineralTree only affects record keeping and will not actually cancel a payment. Click here to see the complete help article.

 

Q: How long does MineralTree store my documents? How do I access them later?

A: MineralTree hosts your invoice and check documents indefinitely. In you have questions on how to access a specific document, please refer to these articles in our Knowledge Base. If you need help exporting all your documents posted to a secure site that you can’t access yourself, please reach out to support@mineraltree.com to request an export. Click here to see the complete help article.

 

Q: Does MineralTree provide information on synchronization errors with my accounting system? How do I resolve these errors?

A: To access synchronization error reports, go to the Reports tab in MineralTree and run the “Invoice Sync Failures” and “Payment Sync Failures” reports. These reports display the invoices and payments that failed to sync. MineralTree will also display the error related to the sync and provide instructions on how to resolve. A best practice is to check this report before any payment run to ensure all invoices and related data synced. For cases without an error description, please reach out to support@mineraltree.com for assistance.  Click here to see the complete help article.

 

Q: How often does MineralTree sync with my accounting system? Does MineralTree have a “manual sync” option? How do I review the status of the sync? What if there’s a problem with my connection?

A: You can see the last time you successfully synced with your accounting system by hovering your mouse over the Settings area in the upper right corner. MineralTree does not provide a “manual sync” option because, based on our integration, the automatics sync is constantly running. For NetSuite, Intacct, and Quickbooks Online, you are guaranteed to sync once per hour, but if you are logged into MineralTree, your sync should occur much more frequently – on average every 10-15 minutes.

For QuickBooks Desktop and Microsoft Dynamics Great Plains, the sync will occur every 5 minutes. If you’re not seeing specific records from your accounting system showing in MineralTree or believe you may have an issue with your connection, check your sync report or reach out to support@mineraltree.com for assistance. Click here to see the complete help article.

 

Q: How do I set up approvers in MineralTree?

A: You can assign an invoice approver at the invoice level or you can define automated rules by vendor. To make a one-time request for an invoice, simply enter the email of the invoice approver under “Invoice Approval Routing” on the Invoice Details screen. If this is a new invoice approver, you will be shown a link to “Add New Approver”, which will request their email address and first and last name. Once the approver is added, you can simply “Save” the invoice in MineralTree and a request will be sent to this user. To set up an automated rule for a vendor, go to the vendor details page and enter the email address under “Manage Invoice Approvers” and “Save”. Any future invoices for this vendor entered into MineralTree will be automatically emailed to this address for approval. To setup automated rules for other dimensions such as Class, Department, etc., go to Settings → Company Profile → Invoice Approval Rules. Click “Add New Approval Rule”, select the dimension type, enter the specific dimension, and then a box will appear to enter the invoice approver and Save. To manage Payment Authorizer users, please see the Admin section.

Invoice Approval workflow -- Click here to see the complete help article.  

Steps to add a new Invoice Approver user -- Click here to see the complete help article.

Q: How do I manage my users and settings?

A: Your MineralTree implementation manager will configure one or more users as a customer administrator during the onboarding process at your request. Users with this access can adjust company information and settings and also manager users.

Click here to see the complete help article.

 

Contact Our Support Team: email support@mineraltree.com or call (855) 672 9669.

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