Bill

The bill page shows one of your bills: its details and amounts, and tabs for the items the company has allocated to it, the payments made, its files and its comments. From here you submit a draft to the company, change or delete it, and correct a bill the company has rejected.

To open a bill, select it on the Bills page. Emails about a bill, such as a rejection or a new comment, link straight to it: if you are not signed in, TrakIT asks you to sign in first and then opens the bill.

If the bill does not exist, or is not a bill of the entities your account is linked to, the page says That bill was not found, or you do not have permission to view it. Select Back to Bills to return to the list.

The top of the page

The bill number is at the top, with the bill’s status next to it (see Statuses). The buttons on the right depend on the status and your role:

Button	What it does
Modify	Changes the bill: see New or modified bill. On a draft, or on a bill the company rejected.
Submit	Sends a draft to the company.
Bin icon (Delete)	Deletes a draft.

On a rejected bill, a red box says This bill was rejected., followed by the company’s reason.

Below them are the bill’s details:

Field	Shows
Date	The date of the bill.
Vendor	The entity the bill is from.
Billed To	The company the bill is addressed to.
Due Date	The date payment is due, once the company has set one. Not shown until then.
Amount	The bill’s currency and its amount before tax.
Tax	The tax on the bill.
Total	The amount with tax. On the Bills list, this is the Amount column.
Paid	The payments the company has made against the bill and approved. They are listed on the Payments Made tab.

Submit a bill

Submitting sends a draft to the company. Until then, the company does not see it on its list of bills. Before you submit, check the details, and attach at least one file, such as the scanned bill, on the Files tab.

1. Select Submit.
2. TrakIT asks Submit this bill? It cannot be changed afterwards unless it is rejected. Select OK.

The bill becomes Submitted, and TrakIT tells the company’s staff who follow submitted bills. From then on you can no longer change or delete it.

Message	What to do
Please upload at least one scanned copy of the bill in the Files tab.	Attach a file, then submit again.
This bill has already been submitted	The bill is no longer a draft. A rejected bill must be saved again before you can submit it.

After you submit

The company checks the bill, then accepts it or rejects it:

• Received: the company accepted the bill. It matches the bill to the costs of its own work, which appear on the Bill Items tab, and checks the amounts.
• Approved: the company has checked and approved the bill. Payments appear on the Payments Made tab once the company has approved them.
• Disputed: the company has a question about the bill. The person who added the bill receives an email with the reason. You can answer on the Comments tab.
• Rejected: the company sent the bill back. The person who added the bill receives an email titled with the bill number and Rejected, with the reason and a link to the bill. The bill page shows the reason too. You can correct the bill and submit it again.

A bill can also go back a step, for example from Approved to Received, if the company reopens it. For the company’s side of these steps, see Bill in the help for the company’s staff.

Correct a rejected bill

1. Read the reason at the top of the bill.
2. Select Modify, correct the details and select Save: see New or modified bill. The bill goes back to Draft and the rejection is cleared.
3. If a file was wrong, attach the corrected one on the Files tab, and delete the wrong one if you attached it yourself.
4. Select Submit.

Save the bill with Modify even if only a file was wrong: a rejected bill can be submitted only once it is a draft again. Saving checks the bill’s details again, including its date, which must be no more than 30 days old (see Fields).

Correct the rejected bill rather than creating a new one: its bill number is already in use, so a new bill with the same number is refused.

Delete a draft

1. Select the bin icon (Delete) at the top right.
2. TrakIT asks Delete this draft bill? Select OK.

The bill is deleted with its files and comments, and the Bills list opens. Only a draft can be deleted (Only a draft bill can be deleted).

Tabs

Below the details are the tabs Bill Items, Payments Made, Files and Comments. The page opens on Bill Items.

Bill Items tab

The Bill Items tab lists what the company has matched your bill to: the costs of its jobs that the bill covers. A job is a shipment, or another piece of work, that the company handles for its customer. The tab says No accounts have been allocated until the company has accepted the bill and matched it.

Column	Shows
Account	The name of the charge, followed by its details.
Job	The reference of the job, for example its transport document number.
Amount	The amount of the item before tax, in the currency of the job. When that is not the bill’s currency, the items do not add up to the bill’s amount.

Payments Made tab

The Payments Made tab lists the payments the company has made against the bill and approved, one per line: the payment’s reference, its date and how it was paid, and the amount paid for this bill. No Payments found means there are none yet. Their total is the Paid amount at the top of the page.

Files tab

The Files tab holds the bill’s files: the copies of the bill that you and your colleagues attached, and the files the company has shared with you.

Column	Shows
Title	The file’s title. A file you attach is titled with its file name, without the extension.
File Name	The name of the file.
Size	The size of the file, in KB.
Icons	Download saves the file; Preview opens a PDF, a picture or a text file in a new browser tab, and downloads other kinds of file. While the bill is a draft or has been rejected, the files you attached yourself also have Rename and Delete.

No files available means the bill has no files you can see yet.

Attach a file

A bill needs at least one file before you can submit it. You can attach files while the bill is a draft or has been rejected; once it is submitted, Attach a file is no longer shown.

1. Under Attach a file, choose the file. You attach one file at a time.
2. Select Upload.

The file is added to the list.

Message	What to do
Select a file to upload	Choose a file first.
File size cannot exceed 20 MB	Make the file smaller, or split it.
File name cannot exceed 100 characters	Rename the file on your computer before you attach it.
File type must be followed by a list of types	Save the file as one of the types listed, then attach it. The list is set for your TrakIT installation.
A file of the same name and size already exists	That file is already on the bill.
Files can be changed only while the bill is a draft or has been rejected	The bill has been submitted. To add or replace a file, ask the company on the Comments tab.
The file could not be uploaded.	Try again. If it keeps failing, check that the file is not larger than 20 MB.

Rename or delete a file

You can rename and delete only the files you attached yourself, and only while the bill is a draft or has been rejected.

• To rename a file, select its pencil icon (Rename). Type the new title under Document title: and select OK. A title cannot be empty (Title cannot be blank).
• To delete a file, select its bin icon (Delete). TrakIT asks you to confirm, naming the file. Select OK.

Comments tab

The Comments tab holds your conversation with the company about the bill: your comments, your colleagues’ comments, and the company’s comments that it has made visible to you. The newest comes first, each with who posted it and when. No Comments Available means there are none yet.

When the company posts a comment visible to you, the people of your business who can see the bill in the portal also receive it by email, with a link to the bill. Comments on a bill cannot be deleted.

Add Comment

1. Select Add.
2. In Add Comment, write your comment, up to 2,000 characters.
3. Select Post.

The popup closes and your comment appears at the top of the list. If it cannot be posted, the popup stays open with your text, and the reason appears at the top of the page. Cancel closes the popup without posting.

The company’s staff who follow the bill’s comments are told about your comment, and the other people of your business who can see the bill in the portal receive it by email.

Who can use this page

What you can do depends on your portal role, which the company sets up for you (see Portal roles):

Section	Action	Allows you to
Vendor Bills	Read	Open the bill and see its Bill Items and Payments Made tabs.
Vendor Bills	Update	Change a draft or rejected bill with Modify.
Vendor Bills	Delete	Delete a draft.
Vendor Bills	Submit Bill	Submit a draft.
Vendor Bills	View Comments	See the Comments tab.
Vendor Bills	Add Comment	Post comments with Add.
Documents	Preview/Download	See the Files tab, and download and preview its files.
Documents	Upload	Attach files, while the bill is a draft or has been rejected.
Documents	Rename Own Document	Rename the files you attached, while the bill is a draft or has been rejected.
Documents	Delete Own Document	Delete the files you attached, while the bill is a draft or has been rejected.

Update, Delete and Submit Bill need Create in the Vendor Bills section; Rename Own Document and Delete Own Document need Upload. See Vendor Bills and Documents.

Without View Comments, the Comments tab shows no comments; without Preview/Download, the Files tab shows no files.

You can open only the bills of the entities your account is linked to.