Converting a Cost Inbox Receipt to a bill

• How to Upload: To upload just use the phone app to snap a photo. **Only use the multiple pages options for transactions that have multiple page NOT to upload multiple receipts from different transactions, purchase times, or dates.

• Receipt will be reviewed by Admin for Accuracy that Line Item Quantites Match Amounts shown on the receipts and Select or create the correct vendor and then Tag as “ready to complete”. PM’s will Complete the rest of the items in the list below

• What/How to fill out Cost Inbox Information

  • Verify that the Selected Project is correct

  • For the Document Title include the following:

    • Description of purchase

    • Last 4 of Card Used

      *Example: “Kitchen Hood Ducting - 5359”

    • If for Time and Material add T&M

      *Example “T&M Kitchen Hood Ducting - 5359”

  • Line Items are Correct and Match Receipt

  • Select Correct Vendor

  • Cost Codes

  • Tag as Time and Material if Applicable

  • For Returns and Refund add minus symbol next to unit cost

  • Click Save

  • Convert to Bill When ready

• How to fill out the Bill Information Properly from a Cost Inbox receipt. Its Very Important to follow each step in the proper order

  • VERY IMPORTANT the invoice date will be filled in as the date the purchase was made. Invoice Date is the only field that needs to be filled you can leave paid and due date blank

  • Mark as a variance if time and material and/or if purchase is associated with a change order. Select Cooresponding Purchase order or Change Order

  • Mark as ready for payment

  • Mark as Receive offline Payment

  • Check off Send to QuickBooks box and send to QuickBooks

• Admin Will Clear out completed Cost inbox receipts weekly and remind you to complete any that were not completed