AP - Bills – TeamPay

Accounts Payable - Bills

Bills in Teampay can be created in two ways:

Via purchase order:

1. Find the orange Create Bill button on any purchase order page to attach a bill. Please note:

The currency and category on a bill must match the purchase order.
For now, bills attached to purchase orders may not contain any lines.
Only Admin/Accountant roles can create bills.

Via the inbox/Payables tab:

For Intacct customers:

See this article for processing invoices

For QBO and NetSuite customers only:

1. Create a bill by either:

Clicking Review on an invoice received by the Invoice Inbox
Clicking the orange Create Bill button in the inbox or the Bills tab

2. After clicking either of these buttons, you will see a window similar to the below screen. OCR (optical character recognition) will give AP a head start by prepopulating any readable information from the invoice and adding any lines on the bill.

3. Choose from two options:

Link to a Purchase Order
Create a standalone bill

*Note: If the bill already exists in the inbox and you click the Review button, they can click Reject or Delete on the bill.

*Note: The bill cannot have any lines to match an existing purchase order. If OCR already picked up lines on the bill, click Delete All Line Items before searching for a matching PO.

1. The currency and category on a Bill must match the purchase order
2. To create a standalone bill, simply code the bill as desired, specify a requester, and click Create Bill.
  1. If there are no lines created on the bill, Teampay will automatically create a single expense line, with the coding indicated on the header-level of the bill.
  2. Immediately, the bill will appear in the Pending Approval section of the Bills tab
  3. The bill will go through two steps of approval:
    1. First, the specified requester will be prompted to approve the bill. This request for approval will show up in the Requests tab under Pending Request Review. The requester has the option to edit, approve, or reject the bill.
    2. If the bill is approved, the bill will then be routed through our rules engine.
      1. The approval chain will be listed in the Approval tab on a bill. You can re-assign the approvers directly from this page.
      2. The requestor can revisit any bills that they have previously approved in Request History on the Requests tab.

If the bill is approved at this step, it will move from the Pending Approval tab to the Ready to Pay tab, where payment can be added.

If the bill is rejected at any step in this process, it will only be visible in the All tab. If the bill has already synced to NetSuite/QBO, it will remain open in NetSuite/QBO. Deleting the bill in Teampay will automatically delete the bill in NetSuite/QBO.
1. Once a bill is rejected, it cannot be restored. A new bill must be created for approval.
If any updates are made to a bill that increases the amount, the bill will then be sent through the policy engine for approval. The requestor will not be prompted to review the bill again.

Rules

Bills created as standalone bills (not attached to purchase orders) will be routed through Teampay's policy engine. Rules unique to standalone bills can be created using the parameter "payment method is bill (no PO)."

Budgets

Bills affect budgets dependent on how the budget is configured.

When creating a budget, you have the option to set `Payment Method` as either `Purchase Order` or `Bill (no PO).` If `Purchase Order` is specified, budgets will be impacted in the following ways:

When a purchase order is created, the `committed` amount of the budget will increase accordingly.
When a bill is added to the purchase order, the `committed` amount will decrease by the amount of the bill, and the`Spent` amount will increase by the amount of the bill.

If `Bill (no PO)` is specified, the `Spent` amount on any affected budget will increase once a bill is created. Bills without purchase orders will never factor into committed spend to comply with accrual accounting practices.

Multiple payment methods can also be selected in a single budget.

If no `Payment Method` is specified on a budget, all bill lines will affect budgets based on their dimension coding and amount.

Important: Only lines on bills affect budgets

How do I enable this?

This feature is automatically available for all customers with AP enabled and connected to NetSuite/QBO.

FAQ

Question	Answer
Will we still have a “Matched” state in the inbox?	No. Invoices in the inbox will become bills as soon as they undergo the approval process, or are matched to a PO. Invoices in the inbox will now either be pending action or deleted.
Can I create multiple lines on all bills?	No, if a bill is attached to a PO, you will not be able to create multiple lines. Only stand-alone bills can have multiple lines for now.
What happens if I set myself as the requester of a bill?	You will need to approve the request in the Requests page, before the bill is sent to your approvers.
Why can’t I update the category on my PO or Bill?	If you have a PO with a bill attached, you will not be able to edit the category on either object. This is because we must have a 1-1 relationship between the category on the PO and the Bill in order to sync.
What happens if I delete a bill in Teampay?	Teampay will attempt to delete the bill in the ERP. There are some circumstances, such as a closed accounting period, that will prevent Teampay from deleting the bill in the ERP. If this happens, there will be no warning message, and the bill will remain open in the ERP.
As a requester/approver, how can I see bills that I have approved?	While these users won’t have access to the Payables tab, they can access these bills via “Request History” on the requests page. Users can search by invoice number, vendor, or amount to quickly find whichever bill they are looking for. Once the user selects this request, they will be able to see the bill and the bill status (i.e., paid in full, payment status processing).
Where can I see the step of the approval chain that a bill is in?	On the bill details screen, there is a section called “Approval”. This will show who has approved, who has yet to approved, and who the request is currently assigned to.
When is a bill not able to be edited?	A bill can be edited only if: The user is an Admin, Accountant, or assigned to the bill AND the bill does not have pending ACH transfer. However, once a payment is made on a bill, the vendor can no longer be edited.
When are bills considered “Spent” on a budget?	Bills will always be considered “Spent” from a budget perspective, upon creation.
As a requester, can I reassign the bill to someone else in the organization if it has not been assigned correctly?	No, only Admin and Accountant users can reassign the requester on a bill. We believe that collaboration on bills can solve an incorrect assignment of a bill.