Bills overview
Related information
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After a Purchase Order (PO) has been issued and the goods or services have been delivered, the supplier’s invoice is processed using the Bills feature. While you can create bills manually, using the PO to Bill wizard is recommended. This tool helps prevent overbilling by automatically matching received quantities to open items.
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When bills are created or modified, Sage Construction Management checks the vendor’s profile for expired insurance records. If any exist, the transaction is saved, but a warning message is displayed.
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PO items can only be tracked as Open or Closed using the PO to Bill wizard.
- Multiple bills can reference the same PO. In these cases, the PO to Bill wizard is used for each bill.
- For Cost Plus prime contracts, bill items marked as Billable can be imported into a prime contract invoice.
- You can enter expenses such as fuel for a pickup truck either as a miscellaneous expense or a bill.
- A bill appears as a Cost to Date transaction in project analytics.
- Only approved bills appear in project analytics and can be exported to an accounting system using AccountingLink.
- When bills are exported through AccountingLink, they can be automatically locked to prevent further changes or deletions. To configure this setting, go to Settings (
) > Company settings > Global settings.
- Optionally, specify types in Settings () > Feature Settings > Procurement to categorize bills. This field also impacts how transactions are sent to an accounting system through AccountingLink.
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Ensure that the vendor to be billed is listed in the project directory.
- Ensure that the prime contract referenced on the bill is approved and has a status date.
- A job cost code must be referenced when entering bill items.
- Optionally, you can reference tax codes on bill items.
Add a bill
- Add a bill manually
- Add a bill from a PO
This is the recommended approach.
- Import a bill using a Microsoft Excel file
- Copy a bill
Edit a bill
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If a workflow rule that applies to a bill has already been initiated or approved, you cannot modify the bill unless the rule is abandoned.
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If bill items have been imported into a Cost Plus prime invoice, those items cannot be changed unless they’re removed from the prime invoice.
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If the bill has been exported and the Transaction Locking setting in Settings (
) > Company settings > Global settings to Lock Exported Transactions: Auto-lock exported transactions, only an administrator can temporarily unlock it to make nonfinancial changes.
- Edit the bill header information
- Add, edit, or import bill line items
- Edit the tax total of a bill
- Lock or unlock bills