Vendor Bills

Finance > Vendor Bills

The Vendor Bills page records time and expenses incurred by vendors and contractors. This includes:

• Labor entries linked to a ticket or task.
• Expenses linked to a ticket or task.
• New expenses not necessarily linked to a ticket or task.

Entries added to vendor bills can be marked up in price, posted and billed to your customers. Billing can occur at any time, regardless of the status of the entry on the Vendor Bills page.

Note: Entries added to this page are assumed to be subsequently processed by an integrated accounting package, such as Quickbooks.

Prerequisites

On the Vorex > Admin > Finance > Expense Type page:

• An expense type must be set to Available For: Vendor or Employees or Vendors.
• For Quickbooks integration, expense items must be linked to both an income account and an expense account.

To add items to the Vorex > Finance > Vendor Bills > (vendor bill) > Item tab:

• Adhoc items do not have to be approved.

To add items to the Vorex > Finance > Vendor Bills > (vendor bill) > Expense Entries tab and Time Entries tab:

• The employee must be linked to a vendor using the HR > Employees > (employee) > Wages > Vendor field.
• For timesheet entries, on the same employee Wages page, specify a Burden Rate > 0.
• The roles specified for billable entries require an Admin > Finance > Roles > Billing Rate.
• Vendor-linked employee expense entries or timesheet entries must be approved.

Processing Vendor Bills

1. Create and save a new vendor bill.
   • The vendor bill status will be New.
2. Add entries for Items, Expense Entries and Time Entries.
   • Ensure entries are checked as billable if you intend on billing the customer for the work outsourced to the vendor.
3. Click Save
   • The vendor bill status will be Processed the first time you save the vendor bill with an entry.
   • Saved vendor bill entries cannot be edited. You can still add new entries.
4. Use the Finance > Billing Review > Expenses page to post billable vendor bill expense entries.
5. Use the Finance > Billing Review > Labor Hours page to post billable vendor bill labor entries.
6. Use the Finance > Billing page to create an invoice that includes posted vendor bill entries.

Header Fields

• Vendor
• Created On
• Created By
• Due Date
• Reference #
• Amount

Items tab

• Expense Type
• Date
• Amount Spent
• Mark up / down
• Total Amount
• Notes
• Expense Associated With - Project, Ticket, Internal Expense - Internal expenses are added to the Administration Project for your company.

Expense Entries tab

Click Add to select expense entries.

Time Entries tab

Click Add to select labor time entries.

Attachments

Click Upload a new file to upload files to a Vendor Bill record.