Creating a bill with a document

Reduce paper copies of bills by uploading them to the Inbox. Create the bill with the document for easy reference. When the payment is issued, the first page of the document will be included on the bill stub (if the payment is not combined with other payments), making it easy for the vendor to process the payment.

Creating a Bill from a document

  1. Click Inbox on the left navigation pane

  2. Locate the document

  3. Click Enter Bill

    • If the document was attached to an email, only the attachment will be selected to attach to the bill by default. If the email body needs to be attached as well, check the box for the email before saving the bill. Payables - Creating a Bill from a document - email body checkbox
    • If the email is not selected to be attached to the bill, after the bill is saved, the email will be moved from the main inbox to inbox history, where it can be accessed again at any time.
  4. Enter the bill summary, including:

    • Vendor - the company or person to be paid
      • Click Last 5 Bills to see recent bills for the vendor
    • Invoice Number - numbers and/or letters to help the vendor identify the bill
    • Payment Terms - how soon the vendor expects payment
      • Will default to the vendor's payment terms if selected, but it can be manually changed by selecting a term from the drop down if needed
    • Invoice Date - the day the vendor created the invoice
    • Due Date - specific day the vendor expects payment, automatically calculated when Payment Terms is selected
    • Amount - the total amount of the bill that needs to be paid
      • Use basic math operators (+, -, *, /) when entering numbers in amount or quantity fields. The system will do the math automatically.
    • Bill Description - statement that explains what the bill is for (for internal purposes only)
    • Note to Payers or Approvers - a note typed here is visible in the Notes section on the Bill details page and is available to all users who have create/ edit bill permissions
    • Split this amount - toggles the ability to enter more than one expense line item
    • Account - details about the expense or other type of account applicable to the purchase or service received
    • Expense Description - optional field to enter a description that differs from the Bill Description
    • Department (if enabled) - the Department related to the bill, generally for billable line items
    • Location (if enabled) - the Location related to the bill, generally for billable line items
    • Customer (if enabled) - the customer related to the bill, generally for billable line items
    • Billable - toggles the billable status of the bill
      • if the bill is split into multiple line items, this toggle becomes a check box on each line item
    • Item - details about the product or service the vendor is invoicing; only available if Split this amount is toggled on
  5. Click Save