The TeamPlayer app provides a convenient way for your vendors to submit electronic invoices for their commitments. However, if you choose to receive billings through TeamPlayer, you will not be able to manually enter invoices in RedTeam unless you disable TeamPlayer for that specific commitment.
Simply put, a commitment can be billed either in RedTeam OR in TeamPlayer—not both at the same time. Once you choose a billing system, you cannot switch back and forth while keeping both active.
To help you understand the workflow, this guide will walk you through three different scenarios.
Scenario 1: Billing directly in RedTeam for a TeamPlayer-eligible commitment
This situation arises when you have a commitment that is eligible for TeamPlayer, but have not yet emailed the commitment to the vendor. Since the commitment has not yet been sent to TeamPlayer, you may enter the invoice manually in RedTeam Flex if you wish.
Note: Once you begin entering invoices manually for a commitment, you will not be able to submit any future invoices via TeamPlayer. All subsequent invoices will need to be entered manually via RedTeam Flex.
Scenario 2: Switching to Billing in RedTeam Flex after sending the commitment to TeamPlayer
In this case, the commitment has already been sent to TeamPlayer - either recently or with several invoices already submitted by the vendor. At this stage, the commitment is linked to TeamPlayer. If you attempt to create a vendor invoice in RedTeam Flex, a warning will appear, notifying you that this commitment must be billed through TeamPlayer.
However, if for any reason you need to switch to manual invoice entry in RedTeam Flex instead, follow the steps below to unlink the commitment from TeamPlayer:
Click the blue pencil icon to edit the Commitment record and navigate to Step 2: Contract Terms.
Scroll down to the TeamPlayer section and uncheck the box labeled "Allow TeamPlayer invoices to be submitted from TeamPlayer."
Click "Next Step" to save the changes.
Return to Manage Buyout Commitments and create a manual invoice using the tools icon.
Important Note:
Once you submit a manual invoice in RedTeam, you will not be able to re-enable TeamPlayer billing for that commitment. Any remaining invoices must be entered directly in RedTeam. For tracking purposes, any changes to this setting will be recorded in the Log column of the Buyout tab, including the details of who made the change and when.
To learn more about disabling TeamPlayer for Vendors and Commitments, click HERE.
Scenario 3: Transitioning from RedTeam Flex to TeamPlayer after billing has started
Though uncommon, there may be cases where you decide to start using TeamPlayer after submitting one or more invoices in RedTeam for a commitment. It is currently not possible to shift from manually entry to TeamPlayer bill submission after the first manual invoice has been entered. For the commitment to become TeamPlayer-eligible, all invoices entered manually in RedTeam Flex must first be removed.
Things to Consider:
If you have already paid the vendor and are using an accounting integration (e.g., QuickBooks Online or Sage), these transactions have likely been posted to your accounting system. In such cases, consult your accounting department before making changes.
If you decide to proceed, follow these steps:
Identify how many invoices have been created for the commitment.
Check whether any of these invoices have already been paid.
If applicable, delete the payments associated with these invoices in RedTeam. (for instructions on deleting vendor payments, click HERE)
Delete the invoices in RedTeam. (For instructions on deleting vendor invoices, click HERE)
Once all invoices are removed, the TeamPlayer status for that commitment in the Buyout tab of the project will change from "-" to "Eligible."
To learn more about TeamPlayer Statuses, click HERE.
Once the commitment is marked "Eligible," you may email it to your vendor and begin receiving electronic invoices through TeamPlayer.
To learn more about inviting vendors to bill via TeamPlayer, click HERE