(Vendors) AR Invoices and Dashboard Menus

Modified on Tue, 21 Oct at 12:39 PM

Also watch the training video Vendor Portal Overview.

Dashboard

The Dashboard—also known as the Home Screen—is your central hub for managing activity and monitoring invoice status. Upon logging in, you’ll be greeted with a series of interactive graphs and menu options designed to give you a high-level view of your invoicing activity.

Understanding the Dashboard Graphs

The Dashboard includes three interactive graphs that provide a real-time overview of your invoicing activity. These visual tools are designed to help you quickly assess the status of your transactions and take action where needed.

AR Invoices Sent

The AR Invoices Sent graph shows the number of invoices sent per month to all connected parties on the Pak Exchange Network. It offers a high-level view of your invoicing volume over time, helping you track trends and activity levels.

Payment Status

The Payment Status graph provides a snapshot of where your invoices are in the processing lifecycle with your customers. It is fully interactive; clicking on any status bar will take you directly to the corresponding list of invoices in the AR Invoices tab, or you can hover over any of the bars to see how many invoices are in that current status.

Please see the table below for what each status means. REMEMBER: Click any bar in the graph to jump directly to the AR Invoice tab for more information on the invoices themselves.

Sent	Invoices are currently being sent to your customers.
Received	Invoices that have been sent to your customers have been received by them.
Approved	Invoices have been approved for payment by your customers.
Paid	Your customers have paid the invoices, and you now have payment information, such as the check number and other payment details, available.
Rejected	Invoices returned to you by your customer and will require you to resubmit the invoice for payment.
Resubmitted	Invoices that have been corrected and resubmitted to your customers.

Rejected AR Invoices

The third and final graph is the Rejected Invoices graph. This graph highlights any rejected invoices by invoice number and customer, displayed in red for visibility. Like the Payment Status graph, this one is also interactive; clicking on a rejected invoice opens a detailed view showing a copy of the invoice and the reason for the rejection provided by your customer. NOTE: For more detailed guidance on handling rejected invoices, refer to the Customer Success Portal.

Now that you’re familiar with the initial layout of the Dashboard, let’s explore the three main interface sections in more detail: the Header, Side Bar Navigation, and Workspace.

The Side Bar Navigation is located on the left-hand side of the screen and serves as the primary menu for accessing all major features and workflows within Pak Exchange. Let’s discuss the different options.

Home

The Home tab—also referred to as the Dashboard—is your starting point when logging into Pak Exchange. If you navigate away to another section, clicking Home will return you to this screen. From the Home screen, you can view interactive graphs that provide a real-time overview of your invoicing activity.

AR Invoices

The AR Invoices tab is where you’ll manage all invoice-related activity within the Pak Exchange Network. This section provides tools to view, filter, submit, and track invoices throughout their lifecycle. For more information on the AR Invoices tab and submitting invoices, please view our training guide on Submitting an Invoice on the Customer Success Portal.

Logo

The Logo tab, located under the Admin section of the Side Bar Navigation, allows you to upload and manage your company’s logo. This logo will appear in the upper-left corner of your Pak Exchange interface and helps personalize your account. For more information on how to add a Company Logo please view How to Add a Company Logo on the Customer Success Portal.

Profiles

The Profiles tab allows you to define and manage different divisions or branches within your company. These profiles are for internal use only and are not visible to your customers. Setting up multiple profiles can help you organize invoice submissions by location, department, or business unit.

Why User Profiles?

Helps distinguish between different parts of your organization (e.g., satellite offices, regional branches).
Allows you to assign invoices to specific internal units for better tracking and reporting.
Useful for companies with multiple operational entities under one Pak Exchange account.

How to Create a New Profile

To create a new Profile, navigate to the right-hand side of your screen and click on the blue + New Profile button.

A new screen will appear with many options to fill in. While the only required fields are Name and Code, let’s discuss all of the fields.

Account Details
Name	Please ensure that this field is the Name as it relates to the IRS-issued Tax Identification Number (TIN). For a business: the Legal Name will be the Legal Business Name associated with the Employer Identification Number (EIN) assigned by the IRS on Form SS-4. As an Individual, the Legal Name will be the full name of the person associated with the Social Security Number (SSN) assigned by the IRS on your personal Social Security Card. This step is important because the Name and Tax ID are just a couple of factors Pak Exchange uses to differentiate between connections. Please ensure this information is correct (as recorded with the IRS) and consistent with what is provided to the inviting connection.
Code	It is used to quickly separate and identify your profile. This can be anything that is used internally within your company to identify this division, or as simple as the word, “Default.”
Known As	If your company or you, as an individual, go by a different name than what is associated with your EIN or SSN, you can list it in this section. This field is not required.
Main Address
Address Line One	The first line of your personal or company’s mailing address.
Address Line Two	The second line of your personal or company’s mailing address. If a second line is not required in your mailing address, this field can be omitted.
Address Line Three	The third line of your personal or company’s mailing address. If a third line is not required in your mailing address, this field can be omitted.
Select a Country	Using the drop-down arrow, please select the Country in which you or your company does business. This will be the same Country as your mailing address.
Select a State	Using the drop-down arrow, please select the State in which you or your company does business. This will be the same State as your mailing address.
City	Please enter the City in which you or your company does business. This will be the same City as your mailing address.
Zip Code	Please enter the Zip Code in which you or your company does business. This will be the same Zip Code as your mailing address.
Payment Address – same definitions as Main Address. Use the Payment Address fields to denote a different address where you want payments to be sent.
Tax Address – same definitions as Main Address and Payment Address. Use the Tax Address fields to denote a different address to which your Tax ID is registered.
Tax
Tax Identification Type	Using the drop-down menu, please select the option for the TIN, EIN, or SSN that you will be entering for this account creation.
Tax Identification Number	Use this field to enter the 9-digit number of the TIN, EIN, or SSN.
Active Checkbox	This checkbox will make the Profile active or inactive. If unchecked, the Profile will no longer receive documentation on the Pak Exchange Network.

After all information is filled in, please click on the blue Save button in the bottom right-hand corner. This action will save the information entered and show it in the list of your company profiles.

Insurance Certificate

The Insurance Certificate tab, located under the Admin section of the Side Bar Navigation, allows you to upload and manage your company’s Certificate of Insurance (COI). This document is often required by customers to verify that your business meets their insurance requirements. To upload a COI, navigate to the Insurance Certificate tab and click the Upload New button in the top-right corner. From there, click in the gray upload box, under the Upload Insurance Certificate header, to browse your file explorer for the insurance certificate that you wish to upload. Once found, click open in your file explorer.

Now we can select the Privacy Settings and the Document Status. NOTE: You can update or replace your insurance certificate at any time. Only one active insurance certificate can be shared at a time.

Privacy Setting	Definition
Private	The uploaded insurance certificate is only visible to your company.
Shared with Partners	This option allows you to share the insurance certificate with selected connected parties. A drop-down menu will appear, allowing you to select which parties to share with.
Document Status Checkbox	Definition
Active	If the box is checked, the document is current and in use.
Inactive	Uncheck the box if the document is outdated or replaced.

After all settings have been entered, please click the blue Save button in the bottom right-hand corner to complete the upload and send the insurance certificate to the selected parties if applicable.

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Dashboard.pdf
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