Entering a bill with a document

Reduce paper copies of bills by uploading them to the PayMaker Inbox. Create the bill with the document for easy reference. When the payment is issued, the first page of the document will be included on the bill stub (if the payment is not combined with other payments), making it easy for the vendor to process the payment.

Entering a Bill from a document

  1. Click Inbox on the left navigation pane

  2. Locate the document

  3. Click Enter Bill

    • If the document was attached to an email, only the attachment will be selected to attach to the bill by default. If the email body needs to be attached as well, check the box for the email before saving the bill.

    • If the email is not selected to be attached to the bill, after the bill is saved, the email will be moved from the main inbox to inbox history, where it can be accessed again at any time.

    • By default all pages will be associated unless this selection is changed

    • Any pages not included will be available to create a new bill

    • Check Include this page for each page to associate to the current bill, or click attach all pages to include all

    • Reorder the pages within the attachment on a bill:

    • Drag to re-order the pages

    • Use arrows to move selected pages up or down

    • Enter a page # to move the selected page to the right order

    • Click Apply to see the re-order reflected immediately.

  4. Enter the bill summary, including:

    • Note to Payers or Approvers - a note typed here is visible in the Notes section on the Bill details page and is available to all users who have create/ edit bill permissions. Click "@" followed by a username to tag a user in the note, who will then receive notification of the note via email

    • Vendor - the company or person to be paid

      • After selecting a vendor, hover over the vendor name to see details such as payment method, payment address, pay to, payment terms, autopay setting, 1099 status, tax ID, and primary email address
      • Click Last 5 Bills to see recent bills for the vendor
    • Invoice Number - numbers and/or letters to help the vendor identify the bill

    • Payment Terms - how soon the vendor expects payment

      • Will default to the vendor's payment terms if selected, but you can scroll or type and search to select alternate payment terms, or click the magniifying glass and Add New Payment Term
    • Invoice Date - the day the vendor created the invoice

    • Due Date - specific day the vendor expects payment, automatically calculated when Payment Terms is selected

    • Amount - the total amount of the bill that needs to be paid

      • You can either manually enter the bill total, or leave this blank if you will be splitting the bill into line items, and the system will calculate the total for you.
    • Bill Description - statement that explains what the bill is for (for internal purposes only)

    • Split this amount - toggles the ability to enter more than one expense line item

      • to make this easier, click undock to open the attached document in a new tab and expand the multi-expense grid
    • Account - details about the expense or other type of account applicable to the purchase or service received

    • Expense Description - optional field to enter a description that differs from the Bill Description

    • Department (if enabled) - the Department related to the bill, generally for billable line items

    • Location (if enabled) - the Location related to the bill, generally for billable line items

    • Customer (if enabled) - the customer related to the bill, generally for billable line items

    • Billable - toggles the billable status of the bill

      • if the bill is split into multiple line items, this toggle becomes a check box on each line item
    • Item - details about the product or service the vendor is invoicing; only available if Split this amount is toggled on

  5. Click Save