Base Info Tab

$images\btn_mini.jpg$ Related Topics $images\btn_mini.jpg$ Getting Started

The Base Info tab in the Invoices Edit Mode allows you to record identification information about an invoice, and is where the invoice can be discounted, posted, or rejected.

eCounsel will not allow duplication of invoices. If a new invoice is manually entered that has the same vendor, transaction number, and amount as an existing invoice, an error message will display:

Fields

$images\icn_goldstar.jpg$ A highlighted warning appears if invoice audit rules have been implemented as part of Smart Invoice. Any invoice-level warnings will be reported in this area for imported invoices.

Vendor – The full name of the entity for which the invoice has been created.

Do not display import warnings on Invoice Summary page – An indication of whether warnings will appear on the Invoices Summary page for this invoice.

Remit to – The address to which to send payment.

Select button – Click to select an address if the entity has multiple addresses.

Purchase Order # – An identifier for the purchase order.

Transaction # – An identifier for the transaction.

Invoice # – An identifier for the invoice.

Date – The date the invoice was submitted.

Service Start – The date the service began that is being billed.

Service End – The date the service ended that is being billed.

Received – The date the invoice was received for payment.

Hold Date – A date until which the invoice will be held for payment.

Payment Date – The date the invoice was paid.

Payment Amount – The amount of the payment for the invoice.

$images\icn_note.jpg$ Do not use commas in the Payment Amount field.

Payment Method – The payment terms (such as Cash) for the vendor.

Check Number – If the payment was made by check, the number of the check used.

Currency – The type (such as US Dollars) of currency at which the invoice is billed.

Conversion Rate – The rate used to convert the amount of the invoice to the currency type of the company. The Conversion Rate field will become active if the currency type is other than the default option.

Internal – An indication of whether the invoice is for services rendered within the company.

Status – The status (such as In Process) of the invoice.

Total Billed – The dollar amount that the vendor is billing to the company.

Total Discounts Billed – The amount of all matter-specific invoice-level discounts or all discount line items that will be added to the dollar amount of the invoice. If the number is negative, it will be subtracted from the original amount.

$images\ebx_561603541.jpg$ Although Bridgeway does not recommend the practice of including an invoice-level discount and discounts on separate line items, eCounsel will sum the invoice-level discount and all discounts on line items if the client chooses to do so for a single invoice.

Total Adjustments Billed – Any changes to the amount of the invoice that have been entered manually as adjustments.

Adjusted Pre-tax Billed – The amount (in the vendor’s billing currency) that the vendor is billing to the company after any adjustments and discounts have been applied.

Total Tax Billed –The total amount of any taxes on fees and expenses.

Adjusted Billed – The amount (in the vendor’s billing currency) that the vendor is billing to the company after any taxes have been applied.

Adjusted Base – The amount (in the entity’s base currency) that the vendor is billing to the company after any taxes have been applied.

Comments – A freeform comment concerning the invoice. This field can be used as a message board to approvers. If there is text in the field, an asterisk will appear on the invoice entry in the Invoices Awaiting My Approval widget on the home page.

Buttons

Save – Click to save changes to the invoice.

Jump – Click to access more information concerning the vendor.

Reject – Click to reject approval of the invoice. This operation is not reversible. Also note that rejected invoices are not deleted. Therefore, if the duplicate check feature is active and the invoice is reentered or reimported, a duplicate warning will display.

Discount – Click to change or discount the invoice by a dollar amount applied to the invoice total or by a percentage applied to fees.

Post – Click to post the invoice for payment after approval.

Reports – Click to access any tab-specific reports.

Queue for Re-Export – If you are using the AP Integration task and information changes after the invoice is exported, click this button to remove the status of exported so that the invoice will be exported again the next time the task runs.