Invoice Actions

To perform a particular action on an invoice:

1. Select the invoice(s). For more information, see Select Invoices for Action.
2. Select the action from the Action drop-down list. The following list is a summary of the actions you can perform on an invoice or a group of invoices:

3. Click Go.

Select Invoices for Action

The Active Invoices window allows you to select one or more invoices and then select an action to perform on those invoices.

It is possible to select multiple invoices and perform actions on all of the selected invoices at the same time. To select an invoice for an action, click the check box to the left of the invoice. In the example below, the first two records are selected for action.

Select all invoices by selecting the Select All Invoices box in the lower left corner. Note that this will select only the invoices that are displayed on the current page. Going to a new page will deselect all the invoices selected on the page. If you would like to select all the invoices in the list, click All in the lower left corner to show all the items in the list in one page, then check the box to select all invoices. The status bar at the bottom of the list will display a count of the total number of invoices in the list and the total number of invoices selected.

Select Uncheck All Invoices from the Actions drop-down list to deselect all invoices and click Go.

View Your Electronic Billing File

The View Invoice action displays an invoice's electronic billing file in the format sent to the eBilling vendor or client (for example, LEDES989, LEDES2000). Use this action to view an invoice when testing a new client setup.

To view your invoice in the format that will be sent to the vendor:

1. Select the invoices that you want to view by selecting the box in the left column. For more information, see Select Invoices for Action.
2. Select View Invoice from the Action drop-down list.
3. Click Go. The invoice file will be displayed in the format that will be sent to the client. If multiple invoices are selected, each invoice appears in a separate popup window. There is a button at the top right to print the contents of the window and another to close it.

The most common format is LEDES98B:

The following is an example of a LEDES2000 XML invoice:

Here is an example of a specialized format for other vendors:

Save the Electronic Billing File

The Save Invoice action allows users to save the invoice to a file in the format required by its eBilling vendor. You may need to save invoices if they were put on hold because they have to be submitted manually.

To view your invoice in the format that will be sent to the vendor:

1. Select the invoices that you want to save by selecting the box in the left column. For more information, see Select Invoices for Action.
2. Select Save Invoice from the Action drop-down list.
3. Click Go. The invoices will be saved to the folder that is configured in the General Configuration as the Root Folder.

Notes:

• If you get an error message when you try to save invoices, you do not have access to this folder.

• Once invoice files are saved in this directory, they can be moved to another directory.

• The file name for the saved files is the invoice number and a file extension that is determined based on the invoice format. LEDES98B files will have a .txt extension. LEDES2000 files will have a .txt extension.

• All invoice files can be viewed and edited in a text editor such as Notepad.

• Any changes made to the files are not in eBillingHub or in your Time and Billing system.  

• If you edit the saved invoice file, it must be manually uploaded or sent to the vendor.

See Invoice Actions for a complete list of actions that can be done with selected invoices.

Manually Update an Invoice Status

The Update Status/Add Comment action allows users to change the status of an invoice and add a tracking number and comments.

To manually update the status:

1. Select the invoices that you want to update by selecting the box in the left column. For more information, see Select Invoices for Action.
2. Select Update Status/Add Comment from the Action drop-down list.
3. Click Go. The Update Invoice Status window displays.
4. From the New Status drop-down list, select one of the following:

• appealed
• approved
• ebilled
• in review
• more info required
• payment sent
• reduced
• rejected

5. Enter any of the following as necessary:

• A tracking number that will be displayed in the Tracking # column on the invoice list.
• A different status date other than the current date.
• Additional Information or Comments.

6. Click OK.

See Invoice Actions for a complete list of actions that can be done with selected invoices.

Stop Tracking an Invoice

When you stop tracking an invoice, the invoice status is updated to Dead, it no longer displays on the Active Invoices window. It will display in the Invoice History. If you unintentionally stop tracking an invoice, you can add it back to Active Invoices by running it through the Billing Wizard or Quick Invoice, putting it on Hold in the Validation step (so that it will not be a duplicate submission), and updating the status to the correct status. See Invoice Actions for a complete list of actions that can be done with selected invoices.

To stop tracking an invoice on the Active Invoices window:

1. Select the invoices that you want to update by selecting the box in the left column. For more information, see Select Invoices for Action.
2. Select Stop Tracking Invoice from the Action drop-down list.
3. Click Go. A message displays asking to confirm the action.
4. Click OK to continue with the operation. After the invoices are updated, the screen refreshes to remove the invoices that you stopped tracking.

Synchronize an Invoice

eBillingHub updates the payment status of invoices that have previously been submitted from the Time & Billing system during the first step of the Billing Wizard when the Billing Wizard pulls invoices that are eligible for ebilling. If the Billing Wizard has not been run, an invoice may have been paid, but eBillingHub will still show it as an active invoice. The A/R Aging Report will also update the invoice payment status.

To synchronize payments status of invoices on the Active Invoices window:

1. Select the invoices that you want to synchronize by selecting the box in the left column. For more information, see Select Invoices for Action.
2. Select Synchronize Invoice from the Action drop-down list.
3. Click Go. eBillingHub checks your system for paid invoices. The time it takes depends upon the number of invoices selected and the response time from your system. If you have selected a large group of invoices, this may take several minutes.

When the synchronization is complete, Active Invoices refreshes. Invoices that are now fully paid in your system are removed, and the Total Payments and Remaining Balance columns are updated. These columns are not displayed on the invoice list by default, but you can add them to the display. For more information, see Select Columns to Display on Active Invoices.

See Invoice Actions for a complete list of actions that can be done with selected invoices.

View Emails Related to an Invoice

The View Invoice Emails action displays emails from ebilling vendors that have been profiled (related to the invoice).

To view emails related to an invoice:

1. Select the invoices that you want to view by selecting the box in the left column. For more information, see Select Invoices for Action.
2. Select View Invoice Emails from the Action drop-down list.
3. Click Go. The headers and contents of emails that have been profiled and related to this invoice display in a popup window. If multiple invoices are selected, each invoice displays in its own window.
4. Do one of the following:

• Click the printer icon at top right to print the contents of the window.
• Click the red X at top right to close the window.

See Invoice Actions for a complete list of actions that can be done with selected invoices.

View Tracking and Rejection Information for All Selected Invoices

The View All Invoice Information action displays the complete eBillingHub data record for an invoice including any tracking, rejection and status change information.

To view the tracking history for an invoice, including all ebilled and rejected information:

1. Select the invoices that you want to view by selecting the box in the left column. For more information, see Select Invoices for Action.
2. Select View All Invoice Information from the Action drop-down list.
3. Click Go. The invoice history, including the date and time stamp and the user for the status change, and any related tracking information displays with the most recent information first. If multiple invoices are selected, each invoice displays in a separate popup window.

See Invoice Actions for a complete list of actions that can be done with selected invoices.

View Tracking Information for eBilled Invoices

The View Selected eBilled Info action displays tracking information for ebilled invoices. An ebilled invoice is an invoice that has been submitted to and acknowledged by an eBilling vendor, who then sends a confirmation email back to eBillingHub. This confirmation triggers eBillingHub to update the status of the invoice to ebilled and to add tracking information to the invoice record.

To view the ebilled information for one or more ebilled invoices:

1. Select the invoices that you want to view by selecting the box in the left column. For more information, see Select Invoices for Action.
2. Select View Selected ebilled Info from the Action drop-down list.
3. Click Go. The ebilled tracking information for all ebilled invoices is aggregated into one popup window, with a summary at the top. The invoices appear in order by invoice number.
4. Do one of the following:

• Click Print to print the contents of this window.
• Click Close to close the window.

See Invoice Actions for a complete list of actions that can be done with selected invoices.

View Rejection Information for Rejected Invoices

The View Selected Rejection Info action displays error reports for rejected invoices. A rejected invoice is an invoice that has been submitted and rejected by an eBilling vendor, who then sends a rejection notification email back to eBillingHub. This notification triggers eBillingHub to update the status of the invoice to rejected and to add an error report to the invoice record.

To view the rejection information for one or more rejected invoices:

1. Select the invoices that you want to view by selecting the box in the left column. For more information, see Select Invoices for Action.
2. Select View Selected Rejection Info from the Action drop-down list.
3. Click Go. The rejection information for all rejected invoices is aggregated into one popup window. The invoices appear in order by invoice number.
4. Do one of the following:

• Click Print to print the contents of this window.
• Click Close to close the window.

See Invoice Actions for a complete list of actions that can be done with selected invoices.

Resubmit a Rejected Invoice

To resubmit an invoice, there are two options, depending on the circumstance. If the rejection was due to something that needed to be added/adjusted in the Vendor Website, click next to the rejected invoice you want to resubmit on the Active Invoices page. However, if the rejection requires adjustments to be made to the Time & Billing System or mapping configurations, the invoice will need to be resubmitted using the Billing Wizard or Quick Invoice to pull in the new data.

You will be asked to confirm the operation. When you click OK, the status of the invoice changes from Rejected to one of the following:

• Received - if eBillingHub is going to log on to the vendor site to submit the invoice
• Forwarded - if eBillingHub is sending an email to the recipient
• Hold - if the invoice must be save and submitted manually.

For more information, see Save the Electronic Billing File.

Note: The only time to use this icon is when making a change on the vendor site. If you need to make a change to a mapping, settings, etc., those too will need to be run through the Billing Wizard again for submission.