How to Set Up Vendor Bills for Time

Get to Know your Vendor Bills for Time Dashboard

  

This article will get you up and running with your Vendor Bills Dashboard. Find out what every tile does, understand the workflow among them, and learn about your customization options in each.

Get to your Vendor Bills Dashboard by clicking QuickBooks...Create Vendor Bills from your navigation bar.

We’ll move among the tiles from left to right and cover the details of each.

Unposted Vendor Time

This tile contains all unposted vendor time: any time that hasn’t been added to a bill. It shows the staffer, vendor, hours and costs that haven’t been added to a vendor bill.

There are three points to highlight on this Dashboard:

* A detailed view of submitted time

* Advanced filters

* Gear icon

A Detailed View of Submitted Time 

First, get a detailed view of a staffers submitted time by clicking a hyperlink dollar value in the Cost column. For example, if I click on $480 in the Cost column, I’ll see all of the time entries for Kara, as you can see in the image below. 

This takes me to a detailed view of Kara’s time entries. In this case, there’s only one entry for Kara. If there were more, they’d show up here. 

Either way, on this detailed view, you can create a bill by checking a box(ex) next to the staffer’s name and clicking the Create Bill button. If there are multiple time entries, you can select the entries you want to include on the bill. 

You can also drill down further into costs by clicking on the hyperlinked dollar amount in the Cost column. 

Click Back to Work-In-Progress by Vendor to navigate back to the Vendor Bill Dashboard.

Advanced filters

The second point to note is that you can filter your staff list by clicking on the Advanced Filters button. 

Then, add a date range. You can also choose to only show bill approved time by checking the respective box. Remember to click Apply to apply your changes. 

Gear icon

Third, click the gear icon to select or deselect fields, which appear as columns on your Dashboard. Use the intersecting arrows to adjust the column placement. Then, click Apply to apply your changes.

Drafts

The middle tile on your Vendor Bills Dashboard is the Drafts tile. Once a bill has been created it will immediately move to the Drafts tile. Click on this tile, and you’ll see that it contains bills that have been created, but haven’t been posted. 

This tile is full of information that you can glean at a glance, including the total cost of a drafted bill, reference number and the bill and QuickBook statuses. 

You can also take action: 

* Post or delete a bill

* View and edit a bill

* Customize your window 

Let’s walk through these options. 

Post or Delete a Bill

To post a bill, select the bill(s) you want to post by checking the one or more boxes next to a staffer’s name. Then, click the white arrow next to Bulk Actions and select Post from the picklist.

To delete a bill, select Delete from the picklist. If you delete a bill, the time associated with that bill will go back to the Unposted Vendor Bill time.

View and Edit a Bill

Easily view and edit a bill by clicking on a hyperlinked dollar amount in the Total Cost column. 

This will direct you to the Vendor Bill Detail screen where you can view the bill and make any changes. Choose to post the bill from this screen as well. 

Customize your window 

Back on your Drafts tile, you also have customization options.

Just like the Unposted Vendor Time tile discussed above, you can apply advanced filters to your Draft tile. Then you can add a date range, if you wish. You can also choose to only show bill approved time by checking the respective box. Remember to click Apply to apply your changes.

Use the gear icon to select or deselect fields, which appear as columns on your Dashboard. Use the intersecting arrows to adjust the column placement. Then, click Apply to apply your changes.

Posted Bills

Your Posted Bills tile contains any bills that have been posted to QuickBooks. Here, too, you get a lot of information at a glance, including the staffer’s name and the bill and QuickBook statuses. 

The Is Paid column will tell you whether or not a bill has been paid. If a bill gets marked as paid in QuickBooks, the bill will be marked as paid in BigTime in the respective column.

The bills that you see on this page are shown by month. You can easily move forwards and backwards in time by clicking on the respective triangles. 

Get a detailed view of a bill by clicking on a hyperlinked dollar amount in the Total Cost column. 

Where to Go from Here:

Report on Vendor Bill for Time

Vendor Bills for Time FAQ

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