This guide outlines common invoice validation errors in BillingPoint and how to resolve them.
Date-Related Validation Errors
This section will cover these common problems listed on a Failed invoice:
- Invoice must cover a single month's charges. The invoice start date must be the first day of the billing month.
- Invoice must cover a single month's charges. The invoice end date must be the last day of the billing month.
- Line dates must be within an invoice period.
This common situation comes up when vendors who have not used e-billing recently try to submit months of backlogged invoices in one submission with an extended date range - for example, two or three months or an entire quarter - when the client requires individual monthly invoices.
Here's what a screen with those failures looks like:
We will deal with the fourth error listed here, this TK has not been submitted..., in the next section.
NOTE: The wording for these errors may vary slightly between different clients and environments. This slight change in wording does not change the problem or solution.
In BillingPoint, the invoice start and end date must cover a calendar month. Note that this particular invoice only goes from February 5 to February 25.
NOTE: There are some client exceptions to this standard billing cycle. Contact your representative for help with these types of situations if you are on a different billing cycle. Vendors unable to meet the date requirements should contact their client directly for guidance.
Additionally, the line date must be within that invoice period. As you can see, the line date is April 22, which is outside the February 5- February 25 invoice period. All line-item dates (fees, expenses, taxes) must fall inside the invoice billing period. Note that any line dates outside the specified range may trigger validation errors, even if the period spans the full month.
Solutions
To fix these errors:
- Invoice must cover a single month's charges. The invoice start date must be the first day of the billing month.
- Invoice must cover a single month's charges. The invoice end date must be the last day of the billing month.
click on Edit Invoice on the top of the Invoice screen.
The Edit Invoice screen will appear. Adjust the dates as necessary and click Update.
To fix this error:
- Line dates must be within an invoice period.
click on Edit this line item on the line-item fees. Adjust the date as necessary.
Timekeeper-Related Validation Errors
This section will cover this common problems listed on a Failed invoice:
- This TK has not been submitted to CLIENT for approval. Submit the timekeeper rate request to the client for approval.
Solutions
This error occurs when the timekeeper being billed on a line item has no approved rate submitted whatsoever. In this situation, you'll have to either submit a rate request with that new timekeeper (learn more in the Requesting a New Timekeeper Rate article) or adjust the line-item to select a previously-approved timekeeper.