Create a bill from a PDF or image file

Before you begin

• Purchase OCR scanning option. For more information, contact our Customer Support team.

Convert an uploaded PDF or image file to a bill

1. Go to Vendor Hub and select Create Bills from PDF or Image.
2. Select the PDF or image file, or drag and drop it into the designated area.
   A warning message appears when the monthly OCR limit has been reached. You are not able to upload files until next month or until the monthly limit is increased.
3. After the file has been scanned, go to the Files Ready for Processing tab.
4. Find the file in the listing and select the three-dot menu icon.
5. Select Convert.

   In the Add Bill form, the appropriate fields will be automatically populated with the information extracted from the scanned file.

6. Select or enter all the required fields that are blank.
7. Optionally, specify the following fields in the Default Line Item Values section:
   • Job Cost Code
   • Tax Code
   • Resource
   • Billable Status

   The default selections will be used when the corresponding entries for the bill items are left blank.

8. In the Bill Items section, for each item do the following:
   1. Review the Item #, Description, Quantity, Units of measure, Unit Price.

      The item number determines the sort order.

   2. Select the Cost Code or use the default job cost code specified in the Default Line Item Values section.
   3. Optionally, select a Tax Code or use the default tax code specified in the Default Line Item Values section.
   4. Select a Resource or use the default resource specified in the Default Line Item Values section.

      This field is used to categorize expenses by material, labor, equipment, sub, and other. If no resource is specified for the item or in the Default Line Item Values section, then the materials (M) option is used.

   5. Optionally, select the Billable Status as follows:
      • Billable: The expense item can be imported into prime contract invoices.
      • Unbillable: The expense item cannot be imported into prime contract invoices.
      • On Hold: It's unclear at this time if the expense item can be passed on to the customer.

      This field is applicable to Cost Plus prime contracts only where expenses can be imported into a prime contract invoice. If the Billable Status is not specified for an item, then the default status specified in the Default Line Item Values section is used.

9. Select Save.