Record a bill for a billing period
Each billing period expects one bill. Add the vendor’s invoice when it arrives, or use Autopay if the vendor charges you automatically.
Who can do this: Admin, Manager
Add the vendor’s invoice
Section titled “Add the vendor’s invoice”-
In the sidebar under Finance, select Agreements and open the agreement.
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Under Billing periods, find the period and select Add invoice.
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The vendor, cost type, agreement and billing period are filled in and locked. The amount, description and invoice date are filled in too, and you can change them.
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Enter the Invoice #, Due date and anything else on the bill.
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Select Save invoice.
The period changes to Billed, then to Paid once the invoice is paid in full. You can add an invoice for a period before it starts.
If the bill doesn’t match the agreement’s amount, change the amount on the invoice. The agreement itself doesn’t change.
Record a period paid by autopay
Section titled “Record a period paid by autopay”-
Open the agreement and find the period under Billing periods. The Autopay button appears once the period has started.
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Select Autopay.
This creates an Approved invoice for the agreement’s amount, with one payment for the full amount. The invoice date and payment date are the period’s start date. There’s no form and no confirmation, so check you’ve picked the right period first.
If the amount was wrong, select the invoice under the period to open it. An invoice can’t be lower than what’s been paid, so to lower the amount, edit the payment first and then the invoice.
If a button doesn’t work
Section titled “If a button doesn’t work”- The vendor is inactive. You can’t add a bill for an inactive vendor. Saving an invoice shows Vendor not found at this facility. Ask an Admin to reactivate the vendor on the Vendors page.
- The period has an invoice. Each period takes one invoice. To replace one, an Admin can remove its payments and void it, which opens the period again.