New or modified bill

This form creates a bill, or changes a bill that is still a draft or that the company rejected. Saving keeps the bill as a Draft: nothing is sent to the company until you submit it from the bill page.

To open it:

• for a new bill, select New Bill on the Bills page. The form is titled New Bill;
• to change a bill, select Modify on the bill. The form is titled Modify Bill. Modify appears on a draft, or on a bill the company rejected.

Create a bill

1. Select New Bill on the Bills page.
2. In Vendor, choose the entity the bill is from.
3. In Bill To, choose the company you are billing.
4. Enter your Bill Number.
5. Enter the Bill Date: the date on your bill.
6. Choose the Currency of the bill.
7. Enter the Amount (excluding tax) and, if the bill has tax, the Tax Amount.
8. Select Create.

The new bill opens, as a Draft. To send it to the company:

1. On its Files tab, attach the scanned bill. A bill cannot be submitted without a file.
2. Select Submit.

Cancel returns to the list without creating anything.

Change a bill

1. On the bill, select Modify.
2. Check each field and correct what you need. See Fields.
3. Select Save.

The bill opens again. Cancel returns to the bill without saving.

When you save a bill the company rejected, it goes back to Draft and the rejection is cleared, so you can submit it again: see Correct a rejected bill. Once a bill has been submitted, and is not rejected, it can no longer be changed (This bill can no longer be modified).

Fields

Choose Vendor, Bill To and Currency in that order: the companies offered depend on the vendor, and the currencies on the company. When you change the vendor, Bill To and Currency are cleared and you choose them again; when a list has only one choice, it is chosen for you.

Field	What to enter
Vendor	The entity the bill is from: one of the entities your account is linked to. Required.
Bill To	The company you are billing: one of the companies set up to work with that vendor. Required.
Bill Number	Your number for the bill. Required, up to 30 characters. TrakIT saves it in capitals, without spaces. A vendor can use a bill number only once, in all companies, including on bills the company entered itself.
Bill Date	The date of the bill. Required. It cannot be in the future, or more than 30 days ago.
Currency	The currency of the bill: one of the currencies that company bills in. Required.
Amount (excluding tax)	The amount of the bill before tax. It must be more than zero.
Tax Amount	The tax, if any. It cannot be negative, or more than a quarter of the total (the amount plus the tax).

The bill’s total is the amount plus the tax. The company can also set up checks of its own for new or changed bills.

Messages

When TrakIT cannot save the bill, it says why at the top of the page, and the form keeps what you entered.

Message	What to do
Not found or not permitted	Choose a Vendor. If you did, your role may not allow you to create or change bills.
Select a company to bill	Choose Bill To.
Bill Number is required	Enter the bill number.
Bill Number contains invalid characters	Remove any <, and do not start the number with =, + or @.
Bill Number cannot exceed 30 characters	Shorten the bill number.
Bill Number specified already exists for this entity and office	The vendor has already used this number. Look for the bill on the Bills page; to send a rejected bill again, change it rather than creating a new one.
Bill Date is invalid	Enter the bill date.
Bill Date cannot be in the future	Correct the date.
Bill Date cannot be older than 30 days	A bill more than 30 days old cannot be entered in the portal. Contact the company.
Total Amount must be positive	Enter an Amount (excluding tax) above zero.
Tax Amount cannot be negative	Correct the tax.
Tax Amount cannot exceed 25% of Billed Amount	The tax can be at most a quarter of the total, that is a third of the amount before tax. Check the amounts.
Billed Amount is too large.	Check the amounts.
Select a currency that company bills in	Choose a Currency.
This bill can no longer be modified	The bill has been submitted to the company and is not rejected.

Send bills from your own system

Instead of typing bills into this form, your business can send them from its own system through the vendor bill API, with a key the company sets up for you. The API applies the same rules: see Create a bill in the API reference. Bills sent through the API appear on your Bills page like the others.

Who can use this page

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

Section	Action	Allows you to
Vendor Bills	Create	Create bills with New Bill.
Vendor Bills	Update	Change draft and rejected bills with Modify. Needs Create.

The vendors you can choose are the entities your account is linked to. If one is missing, or a company you bill is not offered, ask your contact at the company.