Adding Bills Manually

Bill Header Data Entry Steps

  1. Click the 'Projects' icon on the left menu.
  2. Select the Project.
  3. On the Projects menu, under Procurement, select Bills.
  4. Click the 'Actions' button on the far right.
  5. Click 'Add Manually' option from the drop-down menu.
  6. In the data entry form, the Project # should be selected already but can be changed.
  7. Select the Prime Contract #.
  8. Optional: Select the CO # or WO # Reference.
  9. General Bill Informaton Section:
    Required Fields:
    • Issue Date
    • Invoice # (Typically, this is the vendor's invoice or reference number.)
    • Subject
    Optional Fields:
    • Bill Type
    • Approved | Checked=Yes, Unchecked=Pending (Note: If Workflow is turned on and a Bill Workflow Rule exists then Approved will be disabled otherwise it is enabled.)
  10. Vendor Informaton Section:
    Required Fields:
    • Company
    • Company Address
    Optional Fields:
    • Contact

    Note: The company drop-down will be the Project Directory. If the vendor is not listed, just click Actions shown at the top right then Project Directory to add the firm on the "fly".
  11. Terms and Payment Due (All Optional)

Setting Default Values for Bill Items (Optional)

Default selections for job cost code, tax code, resource and billable status can be specified above the grid and will be used when the corresponding grid entries are left blank.

Adding Bill Items (Optional)

  1. Navigate to the 'Bill Items' section.
  2. Enter the Item # (sort order), Item Description, Quantity, Unit of Measure, Unit Price.
  3. Job Cost Code: Use Default Selection in header section or select a specific cost code in the grid row.
  4. Optional Tax Code: Use Default Selection in header section or select a specific tax code in the grid row.
  5. Resource: Use Default Selection in header section or select a specific resource code in the grid row. This field is used to categorize expenses by Material, Labor, Equipment, Sub, and Other. If no resource is specified in the header section or grid row then Materials (M) will be used.
  6. Optional Billable Status: This field is applicable to Cost Plus Prime Contracts only where expenses can be imported into a Prime Contract Invoice. If Billable Status is not specified in the grid row then the Default Selection in the header section will be used.
    • Billable: Expense item can be imported into Prime Contract Invoice.
    • Unbillable: Expense item cannot be imported into Prime Contract Invoice.
    • On Hold: Unclear at this time if expense item can be passed on to the customer.
  7. Repeat the steps above for any additional items.
  8. Click the 'Save' or 'Save and New' button at the bottom.

Importing Bill Items (Optional)