Bills Configuration
On Japfu, each vendor can have a unique bills configuration set up.
Step 1- Add a Vendor
To configure bills while adding a new vendor, fill the Vendor Details, and Documents as shown in the Vendor Management Guide.
Step 2 - Set up Configuration
On the Bills Configuration page, start by selecting a payment term from the dropdown or add a new payment term. Next, add the discount either in ‘%’ or in ‘$’.
If you wish to add approval levels for bills, you can select the approvers. Add any terms and conditions if you wish to. Both these fields are optional.
The Advanced Options gives you the following options:
Require Contractor Employee Timesheets - Selecting this enables automatic timesheet retrieval and rate calculation. Without this, timesheets must be managed manually.
Attach bill document - You can choose whether you wish to attach the bill to the email sent to the vendor.
Send bill to vendor via E-mail - This is an acknowledgement email sent to the vendor once the invoice generated by them is received.
Send internal reminder via E-mail - Create a reminder for your admin to make sure all payments are made on track..
Click on Save & Continue
Step 3 - Add Integrations
Japfu provides integrations with two accounting systems: Zohobooks & Quickbooks
You can integrate your account with Japfu, enabling a flow of information to avoid duplicity of work and stay on track.
Understanding the Bills Dashboard
Japfu offers an interactive dashboard that gives you a comprehensive view of all the key metrics you need to track.
Bills Dashboard
Know the total amount of bills that have been raised, the total amount received and the amount due over a custom period.
Unpaid Bills
Get a breakdown of the unpaid bills over as per the due period.
Know who your leading vendors are based on the payments made against bills.
Bill and Payment Summary
The Bills and Payment Summary give you an overview of the total amount opened in bills and actual payments made for the period selected
Top 5 Vendors Bills Past Due
Get a glimpse of the top 5 vendors whose payments are overdue.
Expected Outflow vs Actual Outflow
The Expected Outflow vs Actual Outflow graph helps you track deviations and assess financial performance
Adding a Bill
When the Require Subcontractor Employee Timesheets is enabled (in the Advanced Options Section in Bills Configuration)
Step 1 - Go to Bills
On the Payments Feature page and click on Add Bills from the Bills page.
Step 2 - Create a Bill
Add the Bill Period and select the Vendor Name from the drop down followed by adding an Vendor Invoice ID. This will auto populate the Bill ID, Bill Date, Payment Terms (as set in the Bill Configuration) & Due Date.
In the table you will see, auto-populated, the name of the Vendor Contact, the Client (with whom this Vendor’s employee is placed), along with the Hours, Bill Rate, OT Hours, OT Hours Bill Rate and the Amount.
You can add any adjustments to this bill in the Adjustments section. Or change the discount to recalculate the total amount if wished.
Click on the Open Bill option to create the bill.
Note: the Client Name in this form will not be reflected in the final bill opened.
When the Require Subcontractor Employee Timesheets is not enabled for a client, the Hours and OT Hours will have to be manually added which will then enable the calculation of the Bill Rate, the OT Hours Bill Rate and the Amount.
Step 3 - Update Record
To record a payment of a bill, go to Bills, select the desired one and click on the “Record Payment" option.
Here, you can add the amount paid, the date of the payment, the payment mode, paid through (i.e. the source from where the payment was made), add a reference ID and upload any document if wished.
You can also send a ‘Thank You’ email. Click on the ‘Record Payment’ button to save the details.
