Reviewers can make adjustments before approving or rejecting an invoice if it violates billing guidelines and/or if the amount exceeds what was specified in the vendor agreement. There are two way to adjust the total on an invoice:
Applying an adjustment does not automatically change the status. You must still approve or reject the invoice.
Adjusting a Line Item
1. Find/open the invoice and switch to the Lines tab.
2. Click the ... (more) option under the Actions column and select Edit Line Item.
3. Enter adjusted amounts and other information for the line item as described below.
- Hours: Update the number of hours billed for the specific line item.
- Cost/Rate: Update the hourly rate or flat fee billed for the specific line.
- Addl Adjustment: Enter an additional dollar value adjustment (if applicable). To deduct an amount from the line item total, you must enter a negative value. To increase the amount, you must enter a positive value.
- Fee Type: If applicable, change the line item type (e.g., Fee, Expense, FeeDiscount, ExpenseDiscount, etc.).
REMINDER: If you need to deduct an additional amount from the line item amount, you must enter a negative value in the Addl Adjustment field. To increase the line amount, enter a positive value in this field.
4. Select the adjustment reason from the dropdown, enter any relevant comments for reference by the vendor, and click Save.
Adjusting the Invoice Total
1. Find/open the invoice.
2. Click on Invoice Actions in the top-right corner and select Adjust Invoice.
3. Choose one of the adjustment options (described below):
|
Percentage |
Adjust the invoice's net total OR fees by a percentage instead of a specific dollar amount. For example, select Total and enter 2 in the amount field to deduct 2% from the invoice total. To increase the net total or fees by a percentage, you must enter a negative value. For example, select Total and enter -2 in the amount field to increase the invoice total by 2%. |
| By Amount |
Adjust the invoice's net total by a specific dollar amount. For example, enter 100 in the amount field to deduct $100.00 from the invoice total. To increase the net total by a dollar amount, you must enter a negative value. For example, enter -100 to add $100.00 to the invoice total. |
| To Amount |
Adjust the invoice's net total from the billed amount to a new amount. For example, to change the invoice total from $3,000.00 to $2,133.00, enter 2133.00 in the amount field. NOTE: You must enter a positive value if using this adjustment type. The value can be higher or lower than the billed amount depending on the reason for the adjustment. |
4. Enter the Adjustment Value (decimals can be used but commas and currency symbols are not supported) and then select an option from the Reason field (e.g., ADMIN, BLOCK, COPY, etc.). You can use the search field to narrow the list.
REMINDER: To increase the net total of an invoice, you must enter a negative value in the field.
5. Enter any extra notes or comments to give the vendor more context (optional). Comments for adjustments to the invoice total will be visible to the vendor in BillingPoint.
6. Click Save.
Proposed Adjustments
The proposed adjusted invoice total will be displayed on the right side of the invoice details page, including the percentage increase or decrease compared to the original net total. Click View Details to see the adjustment type, value, and reason.
