Viewing Vendors Invoices

On this page, we will review invoices from our Vendors and all the actions that can be taken with the invoices.

Invoices are documents that keep record of transactions between a buyer and seller.  

A vendors invoice will appear in a work order or project when a vendor has submitted the invoice up to you for review/approval. Lets break down the invoices so we know what we are looking at.

Invoice Details

The invoice details section holds the information that was input to the invoice on creation in the step above.

The Invoice title and # are both editable fields that can be accessed by clicking into them. The Quick Details section contains the following information: Client Name This can be selected to open the Client Profile in a new window. Service Location Bill To Terms Status

Scope of work can be edited to add additional information on the work completed.

The Summary box gives a quick look at the costs/charges associated with the line items which are explained in the next section. The Summary shows the following information:

1. Amount Due
   1. Due Date
   2. Total Value
2. Amount Paid
   1. Last Paid Date
   2. Amount already paid
3. Breakdown of all costs by Category and Amount
   1. Labor
   2. Material
   3. Travel
   4. All Other
   5. Tax
4. Invoice Gross Profit
   1. $ Value
   2. % of total

Disclaimer at the bottom of the invoice will autofill with the text that has been input at the bottom of the Client profile under the Invoice Instructions field. The field is editable and can be changed up until the invoice has been submitted.

Invoice Line Items

Line items are what controls the costs/value of an invoice. Line items are used to break down the pricing in a work order. Lets break down what a line item is composed of.

There are 4 sections make up the line items. Details Cost Tax Total Charge

The Details section holds the explanation of what the line item is, and contains the following:

1. Trash Icon
   1. Deletes the line item
2. Reorder icon (6 dots)
   1. Allows you to click and drag the line item to rearrange the order.
3. Private
   1. Hides the line item when submitting/downloading the invoice.
   2. The value that is on the hidden items will remain and reflect in the total and summary.
4. Category
   1. Allows you to allocate what type of charge this line item reflects
   2. Category affects the tax % based on the location
5. Trade
   1. Select the trade that most pertains to the line item
   2. Trade affects the tax % based on the location
6. Item
   1. A brief description of what is being charged
   2. Dropdown will hold all agreed upon items/costs for the selected category/trade
      1. Selecting an item that has rates will infill the Cost/Charge where applicable
   3. Has an extended description box that additional details can be input in and reflected on the invoice.
7. Trip #
8. UOM: Unit of Measurement

The Cost section is where the vendor can see how much they have to spend on each line item, and contains the following:

1. Qty: The amount of each line item 
2. Unit Cost: The value of the individual line item
3. Total Cost: Multiplies the Qty and Unit cost

The Tax section is where the tax of each line item is calculated or input. The tax section contains the following:

1. Taxable
2. Tax %
3. Tax Amount

Tax in Umbrava is automatically calculated via TaxJar (a 3rd party tax calculator service) based on the following criteria:

1. Valid Service Location
2. Line Item Category
3. Line Item Trade
4. Line Item Charge

The Total Charge section shows the values of each line item and beneath shows the total cost of the invoice.

Invoice Documents

Vendors can attach any required documentation for invoices directly to their invoices. The documents that are attached can be viewed directly in the invoice and will also be shared to your Work Order. You can select the line to preview the document, or click the file name to instantly download the file.

Approving/Rejecting Invoices

Given you have permissions to approve/reject an invoice, once an invoice has been submitted for you, you can click into an invoice to be able to review and approve or reject. 

Approving or Rejecting the invoice will send the information back to the company that has submitted the invoice. The state of the invoice will change in both your invoice list and the invoice list of the company that submitted the invoice. 

Approving the invoice will prompt you with a warning if the amount being charged is higher than the NTE or DNE that is related to the company that has submitted the invoice. 

Rejecting an invoice will ask you to provide a rejection reason. This reason will be transferred to the submitter of the invoice,

The Rejection reason types are the following: Backup Needed NTE Other Pricing The Description is a field where additional information can be free-formed and input to advise why the invoice was rejected.

Vendor Invoice Context Menu

The context menu at the top right of the invoice represented by the (···) holds many actions that can be taken in an invoice.

View Audit - This option brings up the audit screen, which shows all changes made to the invoice. Clone - Creates a new invoice in the 'Open' state that has all of the same information as the currently selected invoice. Submit - Submits the invoice to the Client in Umbrava, and changes that state of the invoice to 'Submitted'. Cancel - Changes the state of the invoice to 'Canceled'. This state gives the option to 'Reopen' if needed. Payments - Shows any payments made into an invoice and allows you to manually check if an invoice has been paid into. Subscription Journal - Opens a log of all integration information pertaining to the invoice.

These actions are broken down in more detail throughout this document.

Payments

The Payments section of the invoice is accessed through the context menu in the top right corner of the invoice. This section is where payments can be manually tracked or can be automatically input if an integration with your ERP/Billing system is set up.

To add a payment, hit the '+ Add New' button and a new line item will generate. You can manually input the amount paid, adjust the date it was paid or make any changes that may be needed. There are 4 types of payments that you can put for each line item in the Payments sections.

1. Cash
2. Check
3. Credit Card
4. Other

A memo can be input to add some additional context to the payment if needed.

Subscription Journal

The Subscription Journal is the log of all integration information. Any information that has been captured and sent through your billing integrations, will be relayed through the subscription journal.

If there was an error with the integration being relayed, there is a 'Retry Last' button which will attempt to reconnect with your integration to push the information through and accurately display the payment process for the invoice.

Approval Limits

Approval limits can be placed on roles in the company profile. These limits will prevent the roles from being able to submit/approve/reject/cancel/reopen any invoice that is above the approval limit. The limits can be found on the company profile page within the roles. 

When a invoice is above the users approval limit threshold, they will be unable to perform the action and will have to pass the invoice to a user with a higher approval threshold.