Bills Overview

After a Purchase Order (PO) has been issued to a vendor and the goods/services have been delivered, the supplier's invoice is processed using the Bills feature. Although creating Bills manually is an option, the 'PO to Bill Wizard' is HIGHLY recommended since it will prevent over-billing by determining the received quantities for open items.

Important Things To Know

• When Bills are created or modified, Corecon will check if the vendor's profile contains any expired insurance records. If any exist, the transaction will still be saved but a warning message will be shown to the user.
• PO Items can only be tracked Open or Closed using the 'PO to Bill Wizard'.
• Multiple Bills can reference the same PO. For these scenarios, the 'PO to Bill Wizard' is used multiple times.
• For Cost Plus Prime Contracts, Bill Items that are marked 'Billable' can be imported into a Prime Contract Invoice.
• Expenses such as Gas for a pickup truck could be be entered as a Miscellaneous Expense or Bill.
• A Bill will appear as a Cost To Date transaction in Project Analytics.
• Only Bills that are Approved show up in Project Analytics and can be exported to an accounting system using a CoreconLink utility.
• When Bills are exported to an accounting system using a CoreconLink utility, they can be locked automatically in order to prevent further changes or deletions. Please see Settings | Company Settings | Global Settings for more details.

Steps To Complete Before Processing Bills

• Optional: Bills can be categorized by User Defined Types. This field also has an impact on how transactions are sent to an accounting system using a CoreconLink utility.
• Make sure the Vendor that will be issued the Bill is listed in the Project Directory.
• Make sure the Prime Contract that will be referenced on the Bill is Approved and has a Status Date.
• Referencing a Job Cost Code is required when entering Bill Items.
• Optional: Tax Codes can be referenced on Bill Items.

Bill Add Options

• Add Manually
• Add From PO (Recommended)
• Import From Microsoft Excel
• Copy Bill
• Entering Negative Amounts On Line Items (aka Credits)

Bill Edit Options

Important Things to Know About Editing Bills:

• If a Workflow Rule applies to the Bill and the Rule has been initiated or approved already then nothing can be modified unless the Rule is abandoned.
• If Bill Items have been imported into a Cost Plus Prime Invoice then those items cannot be changed unless they are removed from the Prime Invoice.
• If the Bill has been exported and the Transaction Lock Setting is "Auto-Lock Exported Transactions" (See Settings | Company Settings | Global Settings), then only an administrator can unlock it temporarily to make non-financial related changes.

Edit Functions:

• Edit Bill "Header" Information
• Add, Edit, or Import Bill Line Items
• Edit Bill Tax Total
• Locking or Unlocking Bills

See Also

• Tax Code Reference Logic On PO, Bill, Subcontract, and SCO Items
• Printing a Bill
• Example Bill and Employee Misc. Expense Transactions