Invoices from your Vendors can be entered into RedTeam and routed electronically for approval based on the Approval Workflow that is set up in the Configuration menu. Users that are part of this Workflow will be able to review and approve the Invoices from their Inbox. The status of Invoices and their approvals can be tracked in a particular Project from the Buyout tab (Manage Vendor Invoices) or for the overall company across all Projects from the Vendors menu (Invoices tab).
If you are using the RedTeam and QuickBooks Online Connection, Invoices that are entered and committed in RedTeam will automatically be sent to QuickBooks. These Invoices will appear in QuickBooks with a temporary status called "Pending Approval" until the Invoice is completely approved and executed in RedTeam. Once executed, the status in QuickBooks will be updated and the Vendor can be paid. Payments made from QuickBooks will be sent back to RedTeam to update the Invoice and show the status as paid.
If you are not using the RedTeam and QuickBooks Online Connection, Invoices are entered, committed, and executed via the same process, but the information must be then entered into your accounting system to pay the Vendor, and then that information is manually input back into RedTeam once the Vendor has been paid.
If both you and your Vendor are RedTeam users, you may submit and receive invoices electronically using the Team Player feature.
1. Enter a Vendor Invoice
Vendor Invoices should be entered into RedTeam as soon as they are received. The sooner they are entered, the sooner they are routed for approval. Once the Invoice has been entered into the application and routed, it will appear in the Inbox of the first person to approve. You can always check the hierarchy of approvers for a particular Project by going to the Project Team and looking for the yellow "A" icon next to the name of the user, then hovering over the icon to see their approval authority.
Ideally, Invoices are entered against Open Commitments that are located in the Buyout tab of a Project. It is recommended that you do not start receiving and approving invoices unless you have an executed Commitment (contract) with the Vendor. However, if you have permission to do so, you can enter an Invoice that is not associated with any Open Commitment.
Additionally, Vendor Invoices may be entered from several places, such as the "Create" icon on the top menu bar, the Vendors menu > Invoices tab, and Manage Vendor Invoices within a Project. Vendor Invoices can also be created from the Commitment tab within the Vendors menu. This method can be used to create a Vendor Invoice for each Vendor Commitment that is in Committed or Executed status and for Open Projects.
Steps:
From the Buyout tab of a Project, locate the commitment for which you have received an Invoice.
Click the tool icon and select "Create Vendor Invoice".
Fill out "Step 1", enter the information as it is displayed on the Vendor's Invoice and upload a digital copy of the Invoice as an Attachment.
Click on Step 6. Confirmation
From the Confirmation Step, click "Route for Approval"
If your company does not utilize the Routing feature, or if you are a user who enters AND approves Invoices, please see wiki: Approve a Vendor Invoice
2. Approve a Vendor Invoice
Once an Invoice has been entered into RedTeam (see Wiki: Enter a Vendor Invoice) they can be Approved by one or more users who have the authority and permissions to approve Invoices. These Invoices can be approved from the Inbox, directly within a Project, or from the Vendors menu (Invoices tab). If your company utilizes the electronic routing of Invoices, it is most likely that you will approve from your Inbox.
This Wiki provides instructions on approving a Vendor Invoice that has already been entered into RedTeam.
Steps:
Step 1: Review the information for the Invoice that was recorded by the user who entered the Invoice into RedTeam Flex
Click "Next"
Step 2: job cost the Invoice by distributing the amount on the line item(s) from the Vendor's Commitment in the Current column
In the Job Cost step, individual line items can be Accepted and Disputed by using the thumbs-up and thumbs-down buttons
To View the digital copy of the Vendor Invoice, the Vendor's Commitment, this Disbursement Authorization, or the Audit report, click "View"
Once you have entered the amount, click "Calculate"
At the bottom, review the Amount Authorized and adjust Retainage if necessary by clicking the "Adjust" icon
Retainage can be adjusted by percentage or as a dollar amount by toggling between the two
Once you have verified your Amount Authorized is correct, click "Commit"
Click "Next Step"
Step 3: verify the status of all required credentials
Click "Next Step"
Step 4: review the status of Lien Waivers from all Claimants involved with this Vendor's Commitment
Click "Next Step"
Step 5: rate the Vendor's performance, enter any notes in the Approval History feed (optional), then Approve or Reject the Invoice below
Click "Next Step"
Step 6: review the confirmation information and click "Close" to close the window or "View Disbursement" to review the Invoice details
3. Execute a Vendor Invoice
The last step to finalizing an Invoice from a Vendor before issuing the payment is to Execute the Invoice. Executing is typically done by the last user in the approval workflow, often a member of your Accounting team. This user is responsible for reviewing and confirming all the necessary items are in place before making the payment, including the job cost, credentials, lien waivers, and all approvals. Once everything is in place and all necessary approvals have been made, the user can Execute the Invoice.
Once Executed, the Invoice is ready for payment.
Steps:
Open the Vendor Invoice from your Inbox OR Edit the Vendor Invoice from the Project or Vendors menu
Review Steps 1 - 4 and verify that all necessary items and documents are in place
Go to Step 5
Review and verify that all necessary approvals have been made
Rate the Vendor's performance and enter any notes in the Approval History feed (optional)
Indicate if this is a Partial or Final Payment in the dropdown
Indicate if you require a Conditional, Unconditional, or no Waiver from the dropdown
Enter a Pay on date, if necessary
Click the checkbox to "Execute this Disbursement Authorization upon Approval"
Click the "Approve" box below
4. How to Release Retainage (Vendor Invoice)
As Invoices are approved in RedTeam for partial or full payments, you will eventually want to release Retainage being held for a particular Vendor. Retainage is calculated by percentage, so releasing Retainage in RedTeam is as simple as reducing the Retainage percentage to zero. Follow the instructions below to enter a Vendor Invoice to release Retainage.
Steps:
Enter a new Vendor Invoice OR Edit a Draft Vendor Invoice
Go to Step 2 of the Invoice
If you are only releasing Retainage, you will not enter any progress in the Current column, then click "Calculate"
Click the highlighted "Adjust" button
You will have the option to adjust the total retainage for all invoices to date, or only the current invoice
Reduce the Retainage percentage to "0" to release all Retainage and move it to the Amount Authorized at the bottom
Click "Modify"
Click "Commit"
Proceed with the routing workflow and approval process normally
5. Invoice Percent Complete
When you are editing a vendor invoice and arrive on Step 2: Job Cost, you are able to enter the amounts being invoiced by your vendor, broken down by the individual scope of work lines. As you enter amounts to be invoiced, RedTeam will display a percentage of the invoiced total completed. This is calculated based on the total of the prior and current amounts.
Steps:
Create or edit a vendor invoice.
Go to Step 2. You will find the percentage completion for each invoice line, based on the prior and current amounts.
6. How do I have more than one draft vendor invoice for a commitment?
When working with invoices for a vendor's buyout commitment, RedTeam can be configured to allow multiple simultaneous draft vendor invoices simultaneously, or only one at a time. If your Accounts Payable workflow is frequently interacting with multiple invoices from vendors, it may be very helpful to enable this feature.
Multiple draft invoices are controlled by the configuration for their related Buyout Commitment. If you have administrator permissions, you can edit a Commitment in the Configuration Menu.
Steps:
Click on the Configuration Menu on the left
Click Commitment Forms within the Projects section of the Configurations
Find the Commitment Form you want to edit and click the toolbox icon to its left, then click Edit
Look for the "Progress Metric" section and click the "Allow multiple Draft Invoices" checkbox
7. Inbox
Any invoice or expense approvals that are routed to a user will appear in their inbox. Users can view information and jump directly to the approval step for any of the items in their inbox. The tabs at the top give the ability to switch between viewing invoice or expense authorizations.
Steps:
On the Company Dashboard in the "Inbox" tile, click "Invoices" or "Expenses"
Select either Invoices or Expenses Tab to view pending approvals
Clicking the âViewâ icon will display the Disbursement Authorization for invoices or the Expense Receipt for expenses
Clicking the âReviewâ button will take the user to review the documents information and approve or deny the invoice or expense
8. TeamPlayer Invoice Retainage Warning
For TeamPlayer invoices a check is done on retainage when the invoice is committed. If the current retainage differs from the commitment then a warning message will appear. At that point a user can select âYesâ to accept the current retainage and commit the invoice or âNoâ to reopen the invoice and edit the retainage.
Steps:
Vendor invoice is submitted via TeamPlayer.
User "Commits" invoice in Step 2 of "Edit Invoice" or selecting the "Tools" button and clicking "Commit"
Warning message may appear letting user know if current retainage and retainage listed on commitment do not match. User can click "Yes" or "No".
9. Mass Upload Vendor Invoices from Spreadsheet
Multiple vendor invoices can be uploaded at once by using the "Import Vendor Invoices from a Spreadsheet" feature. By filling out the import spreadsheet and completing the upload, multiple invoices across projects can be entered at one time. Once the invoices are uploaded they will appear in draft status and automatically routed for approval.
To be able to use the "Import Vendors from a Spreadsheet" feature, users must have the AddDisbursementAuth permission assigned to their role.
Columns Breakdown on "Vendor Invoices Template"
Commitment Number: Enter the Vendor Commitment number if this Invoice is being applied to an active commitment. Vendor Commitment must be active in Committed or Executed status.
Vendor Name: Required if a vendor commitment does not exist. Enter the vendor's name that is submitting the invoice. The vendor's profile must already exist in your database.
Invoice Type: Required if a vendor commitment does not exist. Enter "SI", "MI", "LI", "EI", or "OI" in this column to specify the invoice type.
SI = Subcontract Invoice
MI = Material Invoice
LI = Labor Invoice
EI = Equipment Invoice
OI = Other Invoice
Project Number: Required field to assign the invoice to the correct project. If uploading multiple invoices to different projects, enter each project number here. Projects must be in Request, Proposal, or In Progress status.
Scope Number: Required only if a vendor commitment does not exist. Enter Two Digits, eg "00" for Original or "01" for Scope Change 01.
Cost Code: Required if a vendor commitment does not exist for the invoice. The cost code must exist and be active.
Cost Category: Required only if a vendor commitment does not exist for the invoice. Enter the Cost Category Name or Code. Eg. M, S, etc.
Invoice Number: Required field for all invoices.
Invoice Amount: Required field for all invoices. Enter the total amount that is being invoiced.
Invoice Date: Required field for all invoices. Date that the invoice was submitted.
Due Date: Required field for all invoices. Date that the invoice is due to be completed.
Period Ending: Can be used to specify the period that the invoice will fall in for reporting purposes.
Tax Venue: Required for vendor commitments that have tax applied. If any taxes are to be applied to the invoice. The tax venue must exist and match exactly what is in Configuration.
Payment Terms: Required if vendor commitment does not exist. Terms and conditions that stipulate an amount of time in which payment is due for goods or services that is agreed upon by both parties.
Description: Required for all invoices. Description of what is being invoiced. Character limit 1000.
URL Attachment: Enter the URL from the Shared Drive Attachments must be PDF or image file. URL must be valid and file has to be public and shared. Current cload storage services supported are Dropbox and Google Drive.
Instructions: Any instructions that pertain to the vendor invoice. Character limit 5000.
Require Lien Waiver (Y/N): Required only if a vendor commitment does not exist. Enter "Y" or "N" according to whether the vendor must provide Waivers for the vendor invoice.
Y = Yes (Waiver Required)
N = No (Waiver Not Required)
Steps:
There are two sections in RedTeam to begin the Import Vendor Invoices from Spreadsheet process.
Option 1:
Click on âCompaniesâ from the left side menu.
From the submenu select âVendorsâ
Click on the tab âInvoicesâ.
Click the â+â button and select âImport Vendor Invoices from a Spreadsheetâ from the window that appears.
The âVendor Invoices Templateâ can be downloaded by clicking on the link that appears in the âImport from Spreadsheetâ dialogue box.
The filled out âVendor Invoices Templateâ can either be Dragged and Dropped or searched for and selected by clicking on the âADD FILEâ button.
Once the file has been selected, it will be scanned for any errors or issues. If any are found, a spreadsheet will be automatically downloaded with the errors highlighted.
If no files are found then an upload complete message will appear to advise the user of the process being completed successfully.
-or-
Option 2:
Select âProjectsâ from the left side menu.
Access a project.
Click on the âBuyoutâ tab, click Manage Buyout Commitments, select Vendor Invoices.
Click the â+â button and select âImport Vendor Invoices from a Spreadsheetâ from the window that appears.
The âVendor Invoices Templateâ can be downloaded by clicking on the link that appears in the âImport from Spreadsheetâ dialogue box.
The filled out âVendor Invoices Templateâ can either be Dragged and Dropped or searched for and selected by clicking on the âADD FILEâ button.
Once the file has been selected, it will be scanned for any errors or issues. If any are found, a spreadsheet will be automatically downloaded with the errors highlighted.
If no files are found then an upload complete message will appear to advise the user of the process being completed successfully.