Frequently Asked Questions

Q: I was looking for OnDemand AP. What is eInvoicing?

A: In September 2022, GHX re-branded the GHX OnDemand AP application to GHX eInvoicing. The change better aligns this application with other GHX products and offerings.

Q: How long does it take for an attachment to show up in eInvoicing for Providers?

A: Attachments are processed in batches. In general, you should see your attachments within 15 minutes. Contact GHX Customer Care if you see longer delays.

Q: Why would a routing rule not work as expected?

A: One reason is that there might be an error in the logic. One thing to check for is the “AND” statements. For example, say you have this rule:

VendorName BeginsWith ‘A’ AND VendorName BeginsWith ‘B”

The AND statement makes this rule illogical because a vendor name cannot begin with more than one letter (A AND B).

Tip: Letter ranges cannot be used in custom routing rules.

Q: When I view an invoice it tells me the file is locked. What does that mean?

A: Invoices are locked when someone is currently viewing that invoice or when someone exited the invoice improperly. For example, a locked invoice may result when an invoice is still open when you log out (or when the system automatically logs you out due to inactivity). Best practice to avoid or correct the unintentional locking of an invoice is to click the blue Invoices link at the top left. This action cancels the inquiry and releases the lock.

Q: Why were special, tax, or freight charges removed from an invoice?

A: There is a smoothing rule that looks for PO history data in the MISC1 field. An NFR code will remove special charges (including freight and taxes). A FRE code will remove all special charges and taxes but will leave the freight. The total due amount is recalculated.

Q: How should I handle an invoice when the only charge is for freight?

A: Currently, eInvoicing for Providers cannot release an invoice that has no lines. When an invoice includes only a freight charge, the best practice is to cancel the invoice in eInvoicing for Providers and manually enter it into your ERP.

Q: When an email message is received that has attached invoices, when can we expect to see them as invoice images in eInvoicing for Providers?

A: The turnaround time for our mail room and data capture process is 24 hours. Normally, you should see an invoice in eInvoicing for Providers within that 24-hour time unless the invoice needs to be reworked (for example, due to either a poor image quality or a capture error). The cut-off time for mail room submissions is 1:00 PM (Mountain time).

Q: How do I view canceled invoices?

A: Canceled invoices are not included in search results. However, you can take the following actions to find them.

1. Open the All Invoices tab.
2. Click the Show More Search Options link.
3. Click the Status drop-down menu and select Complete: Canceled.
4. Change the Date drop-down menu to All to show all dates, if needed. (By default, the search is limited to the last month.)

Q: How can I get a total count of our invoices for a date range greater than 90 days?

A: Normally, when you search for invoices using a date range greater than 90 days, a warning message displays. To see invoices for more than the 90 days, add at least one additional search filter that does not actually limit the search. For example, you can include a wildcard (asterisk *) character in the Vendor field.

Q: How can I add information about a specific supplier in eInvoicing for Providers?

A: Supplier information comes from the vendor master data that providers regularly send to GHX. Only supplier names that are included in the vendor master will be available in eInvoicing for Providers. To add the supplier to eInvoicing for Providers, you must add the supplier information to your organization’s vendor master file (which is a scheduled interface file that GHX received from customers).