Here are some benefits of linking your RedTeam Flex Vendor Transactions with Sage:
a) Vendor Commitments (subcontracts and purchase orders):
Vendor commitments coming soon.
Vendor commitments can be optionally pushed from RedTeam Flex into Sage as they are executed, as part of RedTeam Flex’s standard workflow. Ensuing vendor invoices will be linked with that commitment.
b) Vendor Invoices:
Use RedTeam Flex’s approval workflow for reviewing and approving Invoices
Automatically check the status of Credentials (insurance certs) and Lien Waivers in RedTeam Flex before approving
Ability to quickly notify Vendors why they need to resubmit when you reject an Invoice
Run reports for Budgets, Pending Invoice Approvals, AP Aging, and more from RedTeam Flex
Invoices entered and approved in RedTeam Flex will post directly into Sage Intacct as AP bills
c) Vendor Payments:
As vendor bills are paid within Sage, those payment details will be brought into RedTeam Flex to update the current balance and associated reporting, such as the AP Aging report.
About Employee Commitments:
RedTeam Flex also supports issuing Employee Commitments, such as Labor and Expense Authorizations. At present, Employee Expenses are supported by the integration. RedTeam Flex will, however, import labor job costs from Sage.
Vendor Invoices for linked Projects
In Sage Intacct these are known as AP Bills.
RedTeam Flex will send Vendor Invoices to hh2 and post to Sage when they are Executed in RedTeam Flex. RedTeam Flex will send all job cost items (“distributions” in hh2) and amounts and post along with the Project Cost Code and Category.
Transactional Post: When the Vendor Invoice is Executed in RedTeam Flex it will be posted to Sage with the Commitment ID.
Create, Commit and Execute a Vendor Invoice
There is no change to the RedTeam Flex workflow when executing an invoice for a Sage-connected database
For more information, see the RedTeam Flex Article: Manage Vendor Invoices
Retainage Release Invoices: RedTeam Flex uses a vendor invoice document to release retainage for commitments, whereas Sage tracks accrued retainage and releases it directly without needing an invoice. This difference means for a Sage-linked database, RedTeam Flex cannot have a vendor invoice which both releases retainage and bills against a line item at the same time. When it comes time to release retainage, it must be handled uniquely for each system. Retainage release can be tracked in RedTeam Flex by creating an invoice exclusively for retainage release, and that invoice will not be sent to Sage because of Sage’s separate release process. The retainage can be separately released in Sage via normal procedures.
Important Notice: If you Void or Cancel a Vendor Invoice in RedTeam Flex it does not currently break the link between the Sage and RedTeam Flex Commitment. |
Important: Once a Vendor Invoice has been Executed in RedTeam Flex, it can not be voided or removed in hh2 or Sage by RedTeam Flex. It may be Unexecuted, but any changes made to the Vendor Invoice will not be updated in Sage. Any changes will need to be manually updated in both systems – or the hh2 and sage entries will need to be deleted before the invoice is re-pushed. |
POST VENDOR INVOICES
Workflow when a Vendor Invoice in RedTeam Flex is Approved and Executed (for a Project AND Commitment linked to Sage)
a) What data, statuses and conditions are required on RedTeam Flex?
Vendor Invoice must be Executed in RedTeam Flex to trigger invoice sending | see: Approve and Execute a Vendor Invoice (wiki) |
b) What data fields are being sent to Sage?
Invoice Details |
|
|
RedTeam Flex |
| Sage (UI) |
Invoice Number | ⇨ | Bill Number |
Date | ⇨ | Date |
Description | ⇨ | Description |
Invoice ($) | ⇨ | Amount |
Job Cost | ⇨ | Not visible |
Retainage | ⇨ | Open Retainage |
Discount Amount | ⇨ | Discount |
Discount Date | ⇨ | Discount Date |
Status = Posted | ⇨ | Status = Open |
c) What confirmation is being received back in RedTeam Flex. (Or what indicator in RedTeam Flex can be used to determine the Transaction was posted successfully)
Metadata | Shows sent to HH2 with date and time |
Form Confirmation Message | None |
Form Visual Indicator | None |
Email Notification | None |
Posted Column | Transaction Log within App Card |
d) Actions in RedTeam Flex
Action in RedTeam Flex | Result in RedTeam Flex | Result in Sage |
Create | Creates a new Vendor Invoice in Draft status | N/A |
Route | Routes the Invoice for approval based on Approval Matrix | N/A |
Commit | Changes to Committed, locks job cost amount | N/A |
Approve | Shows Invoice as Approved, routes to next approver | N/A |
Reject | Shows Invoice as Rejected, routes to last approver | N/A |
Execute | Vendor Invoice is fully approved and ready to pay | -Sends Invoice to hh2 and posts to Sage -On a Reexecute, RT will first ask whether or not you want to break the existing link and repush to hh2 |
Unexecute | Changes back to Committed | N/A |
Void | Voids and creates new Vendor Invoice in Draft | N/A |
Cancel | Cancels and removes from active Commitments | N/A |
GET VENDOR INVOICES
RedTeam Flex does not get Vendor Invoices from hh2/sage.
FAQs and Troubleshooting for Vendor Invoices
Q: When does RedTeam Flex send the Vendor Invoice to Sage?
A: Vendor Invoices will be sent to Sage when they are Executed in RedTeam Flex
Q: What is the difference between Committed and Executed in RedTeam Flex?
A: In RedTeam Flex, a Vendor Invoice is often routed for approval to members of your organization. When it is Committed, it may be approved (or rejected) by these members. Once all users required in your company’s Approval Matrix have approved the Invoice, a final check of the job cost and all requirements is done by a member of your team and they will Execute the Invoice in RedTeam Flex when ready to pay. This will send the Invoice to Sage to be paid.
Q: Where do I approve Vendor Invoices in RedTeam Flex?
A: Most often, you will approve from your Inbox (accessible from any page in RedTeam Flex, it shows at the top of the screen to the left of your name) but if you have Permissions to do so, you can also approve from the Manage Vendor Invoices screen either in the Companies > Vendors menu, or inside the Project.
Q: How do I set up the Approval Matrix (workflow) for my company?
A: This is set up in RedTeam Flex> Configuration menu > Approvals Workflow. You may also contact implementation@redteam.com for assistance setting this up for you.
Q: Are Discount amounts and dates required fields for Vendor Invoices?
A: These are optional fields, but if something is entered for one field, both fields must be filled out.
Vendor Payments for linked Invoices
In Sage these are known as Payments.
RedTeam Flex will receive Vendor Payments from Sage via hh2 when they are entered in Sage against a linked Vendor Invoice. The Payment information, including the amount, will be shown in RedTeam Flex in various places, including the Manage Vendor Invoices, on the Commitment Audit, and in the Project Budget.
Transactional Get:
When the Vendor Payment is entered in Sage against a linked Invoice it will be received and posted in RedTeam Flex. RedTeam Flex’s implementation team can configure the payments to come through to RedTeam Flex in draft status, for a final approval and commitment within RedTeam Flex, or can configure the payments to come in as committed immediately.
Entering Vendor Payments
This process will be done entirely in Sage.
POST VENDOR PAYMENTS
RedTeam Flex does not post Vendor Payments to Sage.
GET VENDOR PAYMENTS
Workflow when a Payment is made to a Vendor in Sage against a linked Vendor Invoice (for a Project linked to Sage)
a) What data, statuses and conditions are required on RedTeam Flex?
Commitment must be linked | |
Vendor Invoice must be linked, with status Committed or Executed | see: 3.3) Vendor Invoices |
Vendor Payment made against linked Invoice | see Sage for more info |
b) What data fields are being received from hh2 / Sage?
Vendor Payments |
|
|
|
RedTeam Flex |
| hh2 (API) | Sage (UI) |
Date | ⇦ | N/A | Check Date |
Reference | ⇦ | N/A | Starting Check (auto-assigns number) |
Payee | ⇦ | N/A | Vendor |
Amount | ⇦ | N/A | Amount |
c) What confirmation is being received back in RedTeam Flex. (Or what indicator in RedTeam Flex can be used to determine the Transaction was received successfully)
Metadata | None |
Form Confirmation Message | None |
Form Visual Indicator | None |
Email Notification | None |
Posted Column | Shows checked |
Payment Column | Shows the Payment date and amount |
d) Actions in RedTeam Flex
Action in RedTeam Flex | Result in RedTeam Flex | Result in Sage |
Commit | Commits Payment and Closes Vendor Invoice once paid in full | N/A |
FAQs and Troubleshooting for Vendor Payments
Q: I made a payment in Sage but it is not in RedTeam Flex, what do I do?
A: First, check to ensure that the Vendor Invoice in RedTeam Flex still shows linked to Sage. If it is not linked, the Payment will not be sent back to RedTeam Flex. If the Invoice was unlinked for any reason and you now want to enter the Payment to reflect what was done in Sage, you can manually enter a Vendor Payment against an unlinked Vendor Invoice.
Q: If I create a Vendor Payment in RedTeam Flex, will this send to Sage?
A: No, RedTeam Flex can only “get” Payments, not “send” them, so all Payments should be entered in Sage, unless the Vendor Invoice has been unlinked.
Q: What details can I see in RedTeam Flex about the Payments I made in Sage?
A: In the Vendors menu > Payments tab, you’ll be able to see all Payments and from here you can see the date, reference (often the check number), and Payment amount from here.
Q: How can I modify a Payment in RedTeam Flex to reflect that it was a Joint Payment or Alternate Payee (eg. paying the supplier of one of your vendors)?
A: See the Wiki about Joint Payments.
Q: I paid a Vendor Invoice in full in Sage but the Vendor Invoice is not Closed in RedTeam Flex, why?
A: When a Vendor Invoice is paid in full, either with one Payment or across multiple Payments, the Vendor Invoice will automatically change to Closed status once all Vendor Payments have been Committed. To check and Commit Vendor Payments, go to the Companies menu > Vendors > Payments tab. Here you can use Filters to find Draft Payments and Commit them if needed.