Recent updates
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Approving, Rejecting, Resubmitting and Voiding Invoices
Updated onArticleThe environment is configured with one button for approving invoices: Approve Invoice.
End User Guides ELM End User Guides Working with Invoices
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Out of the Box Invoice Comments
Updated onArticleThere are different types of comments that users can leave on an invoice:
- Approval Comments: Onit users can insert comments and attachments while approving an invoice. These comments and attachments will only be visible to other Onit users (not to the vendor). After clicking an invoice’s Approve button in Onit, the following pop-up will appear:
End User Guides ELM End User Guides Working with Invoices
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Out of the Box Invoice Notifications
Updated onArticleBelow is a list of the out-of-box invoice notifications (listed by the name of the Action). If necessary, you can edit these notifications (e.g., edit their name, subject, and body), disable them, or add new notifications.
- Invoice is Held: Sends an email indicating that an invoice has been “held” because it failed validation.
- Invoice is ready for approval notification: Sends an email when a Participant becomes active (e.g., when it is their turn to approve an invoice). Participants are activated when an invoice enters the Phase that they are assigned to.
- Notify Vendor Billing Contacts when EPD Applied to Invoice: This action sends an email to the vendor's billing contacts notifying them that an early payment discount was taken on an invoice.
- Notify Vendor Billing Contacts when Invoice Disputed: Sends an email to the invoice’s vendor notifying him/her that the invoice was rejected. The invoice vendor email is retrieved via Liquid from the invoice’s associated Record in Onit.
- Notify Vendor Billing Contacts when new TVD tier is reached: This action sends an email to the vendor's billing contacts to notify them that the total fee spend for this client has entered the next tier of the effective tiered volume discount (TVD) program.
- Psb_new_comment: Sends an email whenever a new comment is added to an invoice in BillingPoint either by the client or the vendor.
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Comment Added Notification: Sends an email to the appropriate recipients when a client makes a comment on an invoice within Onit.
End User Guides ELM End User Guides Working with Invoices
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Invoice Approval Process
Updated onArticleOnce an invoice has landed in the Invoices App in Onit, its approval process begins immediately. The number of approval Phases required, as well as the name of each Phase, depends upon your client’s business needs. The approval workflow can be very simple (e.g., invoices may require only a single approver) or may be more complex (e.g., many approvers, some of which might be conditional).
End User Guides ELM End User Guides Working with Invoices
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Assigning a Vendor to a Matter
Updated onArticleElectronic invoices are submitted by vendors via BillingPoint (not via Onit) – Onit and BillingPoint are two entirely separate systems (both owned and operated by Onit).
Upon invoice submission, BillingPoint runs billing rules against the invoice and then (if no failing rules are encountered) makes an API call to Onit to create a matching Record inside of an Invoices App. At this point, the invoice is represented by both an object in BillingPoint and by a Record in Onit. Out-of-the-box configuration in the environment will keep the two objects in sync.
The invoice approval workflow is facilitated in Onit. It begins when a new invoice is submitted by a vendor and ends when an invoice is either successfully paid or is voided.
The invoice handling workflow is configured within the following Onit Apps:
- Invoices: One Record will be created in this App for each invoice object that is created in BillingPoint. This Onit Record will traverse through an approval process in Onit. In most cases, only Onit clients (not vendors) see and work with Records in the Invoices App – vendors only interface with the invoice object in BillingPoint.
- Invoice Payment: After the Invoices Record is fully approved and validated, a new Record will be created in a separate child App named Invoice Payment in Onit. All integration jobs that facilitate sending payments to an Accounts Payable Team/system will exclusively interface with Records in the Invoice Payment App. Integration jobs should never interface directly with Records in the Invoices App.
After an invoice has been submitted by a vendor, there are three parts to its lifecycle:
- Approval
- Validation
- Payment
Before you can submit an invoice to a Matter as the Vendor in BillingPoint, the client must first assign the Vendor to a Matter in Onit.
End User Guides ELM End User Guides Working with Invoices
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Updating/Voiding a Pending Approval Invoice
Updated onArticleIf your invoice is pending approval with the client, changes cannot be made without the client first taking action.
End User Guides BillingPoint End User Guides Guides to Using BillingPoint
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Configuring the Out of Office/Delegate Feature
Updated onArticleWhen users are out of office, Onit allows them to select a delegate to take over their responsibilities while they’re out. Onit’s out of office/delegate feature gives users the ability to select a peer who will assume their approval and viewing rights until they return. Delegates will be granted access to all Records of the original user, including potentially sensitive records.
This tutorial will cover how to implement the out of office/delegate feature in your Onit environment. At the end of this tutorial any user will be able to select another user to assume their responsibilities. Additionally, administrators may assign delegates for users.
The out of office/delegate feature transfers approval rights through one crucial Action, the Set Delegates for User Action. This action will link and unlink the delegate to and from the out of office user.
Once a delegate has been chosen, a Business Rule named Add Delegate will check via Condition to make sure the out of office/delegate feature is enabled. If the Condition is satisfied, Onit will grant view and approval rights to the delegate through the Set Delegates for User Action. When a delegate needs to be removed, a Business Rule named Remove Delegate will check via Condition that the out of office/delegate feature is disabled, then remove the delegate through the Remove Delegated User Action.
In order to complete this tutorial, you will need:
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Access to the User Preferences Provider App in your environment. This App is often named User Profiles.
- An understanding of security settings in your environment.
Developer Tutorials and Materials App Builder Developer Tutorials Administration
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Access to the User Preferences Provider App in your environment. This App is often named User Profiles.
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Release Notes - April 2020
Updated onArticle- A new App Setting called "Background Dashboard Totals" has been added.
Release Notes App Builder Release Notes App Builder Release Notes
- A new App Setting called "Background Dashboard Totals" has been added.
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Resubmitting A Disputed Invoice
Updated onArticle1. When the client disputes an invoice, they should leave a comment indicating the reason for the dispute. An email notification with the comment will be sent to the Billing Contact for your account. The comments can also be seen within the system. To view the comments, open the invoice by clicking on its number. The total count of comments on an invoice can be seen in the comments column.
End User Guides BillingPoint End User Guides Guides to Using BillingPoint
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Cambiar la Configuración de Idoma (Changing BillingPoint Language)
Updated onArticle1. Si su cuenta aún no está configurada en español, verá esta pantalla. Haga clic en el botón azul que dice "Continue".
End User Guides BillingPoint End User Guides Spanish Guides to Using BillingPoint