One of the most time-consuming aspects of invoicing is gathering billing backup information to send along with the invoice. In Vision 7.1 we have added file attachment capabilities to transactions. Now you will have the ability to attach a vendor’s, supplier’s and sub-consultant’s invoices to AP vouchers. These supporting documents can be easily reviewed by project managers and billers, and can be automatically printed with the invoice.
Attaching a supporting document to an AP Voucher transaction is easy. Simply select the new document icon and then you can upload the supporting document for the transaction. Vision allows you to associate many transactions with the same document, and also allows you to associate many documents with the same transaction.
The following file types can be attached to AP Voucher and Expense Report transactions; PDF, MS Word, MS Excel, jpg, gif, png & tif. All files are converted to PDF at the time they are uploaded to Vision using SQL’s FILESTREAM capabilities so that the supporting documents can be easily compiled and printed with the invoice.
Your employees will be able to attach expense receipts to expense reports. Attaching supporting documents to employee expense reports is just as easy.
Vision 7.1 includes reporting enhancements for TDM as well. The printed Expense Report will display a document icon next to transactions that are associated with a supporting document.
These document icons will also be seen in AP Voucher and Expense Report posting logs, as well as the Project Expense Detail report.
Once the transactions have been posted, the supporting documents will be automatically available in Interactive Billing and Interactive Approvals (a new application which allows project managers to review submitted invoices on line).
You determine whether supporting documents should be printed with the invoice in Billing Terms for each project. Once enabled for a project, you can control the individual Print with Invoice setting for each document. By default, Vision will set a document to print with the invoice if the associated transaction is charged to a reimbursable or reimbursable consultant account.
You can also view all of the supporting documents for a project.
If you forgot to upload the supporting document at the time the ap voucher or expense report was entered into Vision, no worries! You can also upload supporting documents for these transactions in Interactive Billing.
When the invoice is accepted, Vision will print the supporting documents that are set to print with the invoice. The supporting documents will appear as additional pages to the invoice.
Once the invoice is posted, you may receive a request from the client to resend the supporting documents. If so, invoices on file will allow you to re-print the invoice along with the supporting documents.
And finally, if you’re having trouble finding that supporting document that was uploaded last month, Vision 7.1 has that covered as well. You can use the new Files Administration utility to search for and view any supporting document that has been uploaded to Vision using SQL’s FILESTREAM method.