AP - FAQ

Invoice-Led Approvals

After I click “request approval” on an invoice-led approval, where can I see the bill?

Since the invoice hasn’t been approved yet, it will appear in the invoice inbox with the status of Matched. It will show up here even if the invoice wasn’t in the inbox to begin with!

If I delete an invoice from the inbox, but there is already an associated PO, what will happen?

The Purchase Order will remain. These objects can be deleted independently of one another

Bill and Bill Payments

I see Pending Approval in the Bills table. What does that mean?

When a purchase order undergoes an update request (i.e. the amount is updated and someone needs to approve the update), all bills that are attached to the PO, will appear in Pending Approval

Do bills sync back to Teampay from the ERP?

Yes, but only for Netsuite. And only if the bill is created on a PO that was created in Teampay.

Do bill payments sync back to Teampay from the ERP?

Yes, when bill payments are created in the ERP, they sync back to Teampay.

If a bill payment relates to multiple bills in the ERP this bill payment will not sync to Teampay. The bill → bill payment relationship must be 1:1.

How long does it take for a bill payment to sync back to Teampay from the ERP?

Intacct: Bill payments are synced from Intacct to Teampay once per day

QBO: Bill payments are synced from QBO to Teampay immediately

NetSuite: Bill payments are synced from NS to Teampay immediately

Am I notified when an ACH payment fails?

No, there is no rejection notification when an ACH payment fails.

Why is the Pay Bill button greyed out?

If a bill has a processing payment that has not cleared yet, or if a bill is attached to a PO that is undergoing an update request, users will not be able to pay a bill

Why is the Pay Bill button greyed out?

If a bill has a processing payment that has not cleared yet, or if a bill is attached to a PO that is undergoing an update request, users will not be able to pay a bill.

Is there any separate approval before a bill is paid?

No. The only approval step we have is during the PO approval

Do Bills sync automatically?

No. Bills must be synced manually

Bill payments will sync automatically, agnostic of the ERP

Can I sync a bill payment without syncing the associated bill?

No. Similarly, you can’t sync the bill without syncing the associated PO.

Can a bill have multiple payment methods?

No. Once you make a partial payment on a bill, you can only pay the rest of the bill with the same payment method, or by manually marking the rest as paid.

General

Who can see the payables tab?

Admins and Accountants

Can Requesters and Approvers see bills on their POs?

Anyone who is included on the PO will be able to see the bills and bill payments

Can anyone add a bill to a PO?

Only Admins and Accountants can create bills

Can you see the categorization/coding on bills or invoices?

For QBO + Intacct users: No, currently the categorization/coding only exists on the PO. Users can not see this information in the web app or via an export.

For NetSuite users: Yes, categorization/coding will show on standalone bills and in bill exports

Why can’t I see multi-line POs when I try to match a bill? Why can’t I create a bill on a multi-line PO?

We do not allow bill creation on multi-line POs

Do pay by card payments post to the Teampay Statement?

Yes. Since these payments come from the holding account and are run through the payment processor, these card payments will show on the Teampay Monthly Statement

When can I close vs. cancel a PO? With AP enabled:

If a PO does not contain any bills or bill payments, the user can only cancel the PO

• ex. a user can cancel an unbilled PO

If a PO contains only fully paid bills, the user can only close the PO

• ex. a user can close a partially billed PO if the attached bills are fully paid

If a PO contains any unpaid or partially paid bills, the user will not be able to close or cancel the PO.

• ex. a user cannot take closure action on a partially billed, unpaid PO

Do we support AP in Microsoft Teams?

• • The Payables tab will not appear in the Microsoft Teams app, even AP is enabled. However, the organization can still visit the payables tab via the web-app