Accounts Payable

Totals: The Total section will add everything up and total Line Items on the Bill. Configurations can be made to allow the hiding of information deemed less vital to your Company using a series of toggles. By using the Hide toggle, this notes that the section will be hidden on the format. Override the text for each piece of information by updating the Display As field. This image displays how the Totals Section appears on the Bill format and what can be configured there.

Bills are transactions from which you will have to pay Vendors for goods or services you’ve purchased. However, sometimes you will receive goods or services you’ve ordered without receiving a Bill from the Vendor. To replicate this process you can use the Received Items (Bill Pending) checkbox when creating a Bill. This checkbox will hide fields that appear on the Bill page as your Company is not responsible to pay until you receive a Bill from the Vendor. Once a Bill is received, you can simply uncheck the Received Items (Bill Pending) checkbox which will create a Bill automatically. Below is a screenshot demonstrating how the Received Items (Bill Pending) option appears.

When creating a new Bill, the Recall Last feature automatically populates relevant fields using details from the chosen Vendor’s most recent Bill. You can enable this function by selecting the Recall Last checkbox located in the top-right corner of the Bill. The system saves this preference for the logged-in user, automatically applying it the next time a Bill is generated. Once a Bill has been recalled for the Vendor, the Bill being referenced will be shown in a blue banner at the top of the Bill.

Items Not Matching the PO

When generating a Bill that is related to a Purchase Order, all PO Items are automatically populated to eliminate redundant manual entry. Should you add new Items or raise Item quantities beyond what was originally specified on the PO, a warning alert will notify you that the Bill no longer aligns with the Purchase Order.

1. Actions: The following actions can be taken for the Bill:
   • Apply Credit: Opens the Apply Credits page which will list any open Bill Credits that the Vendor currently has. One or multiple Bill Credits can be selected in order to apply them to the Bill. Once the existing Bill Credit has been applied a relationship between the Bill Credit and Bill will be set.
   • Copy: Initiates the process to create a new Bill with fields and Items prefilled in based on the Bill you are making a copy from. Information on the new Bill can be edited before saving and creating the new Bill.
   • Pay Bill: Initiates the process to create a Payment for the Bill. The Pay Bills page will list any open Bills the Vendor currently has which can be selected in order to pay multiple Bills at once. Each Bill listed here can also have the payment amount per Bill edited as needed in order to partially pay. Once the Payment has been created a relationship between the Payment and Bill will be set.
   • Void Bill: Moves the Bill into a Voided status. Voided transactions can be viewed from the Transactions List and updating the Voided Status search filter to has been Voided.
2. Share: The following options are available to share a link to the Bill after it has been created:
   • Internal Link: Copies a direct link to the Bill that only logged in Employees with the appropriate permissions can access and view.
   • Vendor Portal Link: Copies a direct link to the Bill in the Vendor Portal that can be given to the Vendor’s Contacts in order for them to access the transaction quickly and easily.
3. Email: Opens the Compose Email popup which will have the option to select one or more of the Vendor’s Contacts, or other Employees, in order to reach out regarding the Bill. The email that can be sent from the Bill will have information listed regarding the transaction. An Edit option is available which allows additional informational text to be added before the email is sent. Within the Compose Email popup additional options are available to CC Me and Send Bill as Attachment.
4. Print: Allows the user to print a PDF copy of the Bill based on the Bill Printable Formats that are created within the settings. Learn more about creating transaction printable formats by reviewing the Bill Printable Formats section from our Accounts Payable Guide.
5. Attachments: Houses any attachments that have been stored with the Bill with the option to attach additional documents as needed. A blue dot will indicate if attachments have been uploaded and saved with the Bill.
6. Related To: Opens the Transactions Related To Bill popup which will list any orders or transactions that have been related to the Bill. This popup will list the order or transaction date, a hyperlink to quickly access the related transaction, and the total dollar amount.
7. Discussions: Navigates to the Discussions section at the bottom of the Bill which houses active or past Discussions with an option to begin a new Discussion.
8. Posting Journal: Opens the Posting Journal popup which shows the Credits and Debits for the Bill based on the Items or GL Accounts selected. This popup will have a toggle option to view this information in either Accrual or Cash Basis.
9. History: Navigates to the Bill History page which gives a visual representation of all the changes that have been made to the Bill. The user who made the changes will be logged along with the date and time it occurred. To learn more about the Bill History page, review the Bill History subsection below.
10. Audit Log: Opens the Audit Log popup which gives a list view of all the changes that have been made to the Bill rather than a visual representation that the History option gives.

1. Vendor: Lists the Vendor who is related to the Bill. Hovering over the Vendor name will give you the options to Go To in order to access the Vendor’s profile and the ability to use the quick add option to add a new Vendor without leaving the Bill page.
2. Location and Shipping Information: The following information regarding location and shipping is listed in this section:
   • Vendor Location: A field available to select from saved locations for the Vendor.
   • Shipping Method: Lists optional shipping methods in order to indicate how physical goods within the Bill are being transported for delivery.
   • Tracking Link: Optional field to insert the tracking number for any physical goods being shipped for the Bill. Once a tracking number has been saved in this field a View Tracking Info button will be available to use which is located to the right side of the number.
3. Requested By: The logged in user will automatically be set within the Requested By field on the Bill. This can be changed as needed before or after saving the Bill.
4. Open Balance / Pay Now: This area will house information including the amount that is currently open on the Bill and when payment should be due for the transaction. A Pay Now button will also be available if there is an open amount on the Bill in order to easily navigate to the Pay Bills page which will have the Bill preselected. If the Bill has been paid in full the Pay Now button will be replaced by a Paid tag.
5. Received Items (Bill Pending): Checking the Received Items (Bill Pending) box allows you to record goods or services received before an official Vendor Bill arrives. This temporarily hides payment fields on the Bill until you are officially billed.
6. Date / Due Date: Lists the Bill date and the Bill due date. The due date will be calculated based on the payment terms that are selected on the Bill . Changing the Due Date field will also update the Payment Terms field to either a different payment term or to Custom if the due date does not fall within the payment term selected.
7. Ref #: An optional field to enter a reference number for the Bill. The reference number entered in this field will be displayed as the Bill number in various areas of the system such as the Transactions list, the Bill Info page, or various financial reports.
8. Payment Terms: Determines how long after the Bill date that the Bill should be considered due. Changing this field will also update the Due Date field accordingly.
9. Memo: A text field which any memo or notes can be added to be stored with the Bill.
10. Set as Recurring: Opens the Recurrence Settings popup which determines how often the Bill should reoccur, any lead time, and the person who is responsible for the recurring Bill.
    • Note: Scheduling recurring transactions within a closed period is restricted to users who hold the “Transactions prior Closing Date – Edit” permission included in their User Role.

1. Options: The following options are available for the Items selected on a Bill:
   • Add From Purchase Orders: Allows for you to select Purchase Orders that still need to be billed. This option will open the Search and Add Purchase Orders popup. The Search and Add Purchase Orders popup will list Purchase Orders related to the selected Vendor that have not yet been billed in full.
2. Scan Barcode: Gives the option to add Items to the Bill by scanning the Item’s barcode rather than selecting it from a list.
3. Expenses / Items Tab: Toggles between the Expenses and Items tab on a Bill. While the Items tab lets you purchase Items based on your Items List, the Expenses tab provides the option to charge the Bill’s expense directly to a specific GL Account.
4. Quick Add: Initiates the process to create a new Item and opens the Add Item popup. This feature is convenient as it will create a new Item in the system without having to leave the Bill page.
5. Search: Opens the Search and Add Items popup which gives the option to search through the Items directory and multi-select Items that should then be added to the Bill.
6. Item: Lists the Items that have been added to the Bill. The Item name will be hyperlinked once the Bill has been saved to easily access the Item Info page.
7. Customer / Sales Order: Associates a Customer and related Sales Order to the Bill. The Customer will need to be set to be able to select a Sales Order. When this information is filled in, the Billable option on the Bill can be used in order to later send an Invoice to the Customer for these expenses being incurred.
8. Description: Shows the Item Description that has been saved with the Item Info page.
9. Qty: The quantity or amount of the Item selected that is being purchased by your company. If the Item has a Unit of Measure associated this information will also be selectable and shown with the quantity.
10. Unit Cost: Lists the cost per unit for the Item selected. If the Item was added to the Bill from a Purchase Order, a PO # tag will be listed under the cost which acts as a hyperlink to easily access the related order.
11. Amount: The total amount for the Item selected which will be determined by the quantity multiplied by the unit cost.
12. Billable: Determines if the cost being incurred will later be billed to a specific Customer for work being completed through this Bill. Learn more about this billing process by reviewing the Time & Expense Invoices section from our Time & Expenses Guide.
13. Class: A Class field is available at the top of the Items section in order to set the Class for all Items listed on the Bill or different Classes can be determined per Item based on the Class column. The Class column will only be available if Track Class for Line Items is toggled on in the Accounting Settings page.
14. Delete: Removes the Item from the Invoice.
15. Select Item: Gives a list of Items saved within the system which can be selected and added to the Bill. The Select Item field automatically displays your most recently viewed Items at the top for quick access. If you need a specific Item, you can still search by typing its name directly into the field.
16. Total Section: The Totals section on a Bill will include the following information:
    • Total: Adds the Bill total based on the addition of all the Item amounts on the Bill.
    • Open Balance: Displays how much is still considered open on the Bill and has yet to be paid.

The status of line Items when adding or editing them on a Bill is visually represented by color coding: blue and orange.

• Blue line: Indicates that the line Item has been successfully saved to the Bill.
• Orange line: Indicates that the line Item is currently in edit mode. Any modifications have not yet been saved, and navigating away from the page may result in a loss of changes.

The Bill History page will display changes made using the following indicators:

• Orange: Anything highlighted in an orange color will indicate the data entered into those areas has been changed or updated since the previous version of the Bill.
• Green: Information or Items highlighted in a green color will indicate that it has been added to the current version of the Bill.
• Red: Information or Items that are highlighted in a red color indicates that it has been removed from the current version of the Bill.

1. Timeline/Thread View: Changes the view of the Discussions between Timeline and Thread View. The Thread view lists the Discussions as separate conversations, displaying the latest reply at the bottom of the list of conversations. The Timeline view displays the Discussion messages with the most recent submission at the top, regardless of which thread the message relates to.
2. Start New Discussion: Opens the New Discussion popup in order to begin a new discussion with either the Vendor’s Contacts or internal Employees.
3. Add Label: Adds a label to the Discussion thread in order to allow better organization of the Discussion Threads for the Bill.
4. Make Visible on Portal: Controls the visibility of a Discussion Thread within the Customer/Vendor Portal. Activating this option is done by clicking the globe icon so that it turns blue. When the globe icon is gray, the Discussion remains hidden from the portal and is only viewable by internal users.
5. More: Clicking on the vertical ellipsis icon will give additional options that can take place for the Discussion Thread including the following:
   • Share Thread: Copies a direct link to view the Discussion thread that can be sent to either other Employees or the Vendor Contacts. Vendor Contacts will access the Discussion Thread through the Vendor Portal while Employees will access the Thread through their global Discussions list.
   • Stop Replies: The Stop Replies feature can be utilized to resolve issues when a specific Discussion thread accumulates excessive unwanted emails, such as junk or spam.
   • Delete Thread: This feature allows users to entirely remove a Discussion thread if it contains incorrect or sensitive data.
6. Reply to Thread: Adds a reply to the Discussion Thread. Employees or Contacts that are included in the Discussion Thread will receive a notification regarding the new reply.
7. New Note, Comment, or Message: Creates a new Discussion Thread. By default, only the logged-in user will be the only person included on the Thread. Other Employees or Contacts can be included by tagging them using the @ symbol in addition to their name. By using the @ symbol to search for a Team name, you can tag multiple Employees simultaneously. Every Employee within that Team will then be individually listed as a tag in the Discussion Thread.

1. Bill #: A hyperlink of the Bill number that will populate the Bill details when clicked.
2. Vendor: The name of the Vendor who has created the Bill and is a hyperlink which will populate the Vendor’s Dashboard when clicked.
3. Date Submitted: The date when the Bill was submitted by the Vendor in the Portal.
4. Bill Date: When the Bill is dated and owed by your Company.
5. PO #: Shows the Purchase Order number and is a hyperlink that will populate the with the Purchase Order details when clicked.
6. PO Amount: The amount agreed upon for the Purchase Order.
7. Bill Total: The amount your Company owes for the pending Bill.
8. Line Items: By clicking the arrow, you can view the Line Item details to review the Bill details before choosing to approve or deny the Bill.
9. Approve/Deny: By clicking Approve, the Bill will be created in Striven for your Company to pay. By clicking Deny, you can provide a reason for denying the proposed Bill. Upon denying the Bill will not be created in Striven and will be removed from the Review Bills Queue.

1. Search: Provides filter options to locate specific Bills you wish to pay. Filters include Vendor, Due Date, PO#, Class, Sort By, Sort Direction, Memo, Vendor Category, Assignment Category, Assigned To, and Currency.
2. Import: Provides 2 options for importing Bill Payments:
   • Bill Payment Checks
   • Bill Payment Credit Card Charges
3. Select: Check boxes to select the Bills you wish to pay. The box at the top of the column will select all listed Bills.
4. Transaction: Displays the Bill or Transaction Number. This is a hyperlink to view the actual Bill or Transaction.
5. Due Date: Displays the due date of the Bill.
6. Vendor: Displays a hyperlink to the Vendor on that particular Bill or Transaction.
7. Memo: Displays the memo from the Bill or Transaction when applicable.
8. Apply Credit: The Apply Credit option will appear if the Vendor has an open Bill Credit that can still be applied to any open Bills.
9. Total: Displays the total amount on the Bill.
10. Open Balance: Displays the amount still owed on the Bill. If partial payments have been made, this column will show the difference of what is still outstanding.
11. Discount: Displays if a Discount has been applied to a Bill. This is based on the Payment Term set on the related Bill.
12. Pay By: Displays the Pay By Date related to the Discount, if applicable.
13. Pay Amount: Once a Bill is selected, this field provides the ability to enter the amount you wish to pay towards the Bill.
14. Pay Bills: Triggers a popup displaying the selected Bills you are paying with options to enter the Date, Method of payment, select the payment account, and include a Memo. See below for further details on this step.

1. Date: Enables you to select a date when the Bill will be paid.
2. Method: Allows you to choose to pay the selected Bill(s) using either Checks or Credit Cards. The screenshot represents display fields after choosing Check from the drop-down menu.
3. Payment Account: The GL Account which will be used to pay off the Bill.
4. To Be Printed: This checkbox will appear when choosing to pay Bills by check and notes whether or not the check will be printed.
5. Memo: Allows you to enter a note about the Bill Payment.
6. Check #: Enables you to edit the supplied check number with either another number of your choosing, or another identifier such as ACH, Wire, etc.
   • Note: This option is NOT available if the payment is set To Be Printed, since the printed check will most likely already be numbered.
7. Pay/Close: Choosing Pay will automatically create either check(s) or credit card charge(s) to pay off the Bills selected. These can be found in the Transactions List as either Checks: Bill Payment or CC Charge: Bill Payment types.

1. Tax Payments Checks Confirmation: Confirms that the Checks: Tax Payments Transactions were created in Striven.
2. Created Tax Payment Checks: Lists the Checks that were created through the Pay Tax page with hyperlink options to easily access each Check in Striven.
3. Update Tax Paid Through Date: Optional configuration that can be completed from this page in order to update the Tax Paid Through Date for each agency that was paid through the Pay Tax page. This prevents the need to update this date within the Tax Agency settings page at a later time.