Bills

When a fuel station that uses this system and has a credit account with you invoices the fuel it dispensed to your vehicles, the invoice arrives in Fuel Management › Bills. It is checked automatically against the dispenses you already see in your fill list. You then accept it, which raises a bill in Bills & Payments for you to pay, or dispute the lines that are wrong and send it back to the station. When you pay the bill, the station is told and confirms the payment; each account has a statement.

Bills from stations are only for linked stations. Fuel bought anywhere else is costed when the fill is recorded and billed however you pay that supplier.

#Permissions

Owners and Admins have every permission, and in an organization with no active permission groups every member has full access. Opening the Finance bill that an accepted invoice became needs Bills & Payments › View in Finance.

#The bill list

Open Fuel Management › Bills. Columns: Invoice (the station's invoice number, linking to the bill), Date, Due, Station, Dispenses, Total, Outstanding and Status. The funnel icon filters by station and status.

The status badges:

When your organization uses business units, the list has a Business unit column (the unit of the bill raised when the invoice was accepted) and a business-unit filter.

#The bill page

Select an invoice number. The page shows:

• the station, the invoice number, date, due date and, with business units, the bill's unit;
• the subtotal, each tax, anything Credited by the station, the Total and what is Outstanding;
• Problems found by the automatic match, when there are any;
• the Dispense schedule: every dispense on the invoice with its receipt, date, vehicle, fuel, litres, unit price and total, and any dispute on it with the station's answer. A line the station credited is struck through;
• the Payments on the invoice, once there are any (see Pay a station bill);
• the History of the invoice. Your own people are named; the station's are shown as the station's name.

#The automatic match

Every invoice is checked as it arrives, again each time the station answers a dispute, and again when you accept it, so a dispense changed since the last check counts. The check reports:

Dispense not on record and Total does not add up stop the invoice being accepted until they are put right (the station credits or corrects it); Price differs from the agreed terms and Disputed are warnings a reviewer may accept past.

#Accepted automatically

With Auto-accept matching station invoices on in Fuel settings, an invoice with no problems is accepted the moment it arrives, without anyone reviewing it. Its page then says "Accepted automatically (it matched)". An invoice with a problem always waits for a person. So does a matching invoice while your organization does not have the Finance module: its history then says "It matched, but Finance is off, so it was not accepted automatically."

#Accept an invoice

Accepting needs the Finance module, because the bill is raised there.

1. Open the bill. It must be Awaiting review.
2. With business units, check Bill business unit. When every dispense on the invoice is for vehicles of the same unit, that unit is used unless you choose another; otherwise it starts with the unit chosen in the header.
3. Select Accept and confirm. When the match found only price or dispute problems the confirmation says so, and you may still accept.

A toast says "Invoice accepted; the bill is in Finance". The bill raised in Bills & Payments:

• is for the station, as a Purchasing vendor named after it (created the first time you accept one of its invoices);
• has one line per dispense on the Fuel expense account, with the dispense's fuel, litres, vehicle, receipt and date and the cost allocation you added on the dispense, plus the invoice's tax on the same account;
• is posted against the Payable account, dated as the station's invoice and due when it is due;
• uses the station's invoice number as its reference and name.

The bill's number carries the prefix of the legal entity of its business unit. Both accounts come from Fuel settings; when they are not set, the standard General expense and Accounts Payable accounts are used. Accepting twice, or a second click, returns the same bill. Any dispute still open on the invoice's dispenses ends when you accept it. Select Open Finance bill to go to the bill and pay it.

#Dispute lines

1. Open the bill. It must be Awaiting review.
2. Select Dispute lines, tick the lines that are wrong in the dispense schedule, and say what is wrong with each.
3. Select Send dispute.

The invoice becomes Disputed and the disputed dispenses show Disputed in your fill list. The station's staff are told. You cannot accept a disputed invoice until the station answers. The station either:

• credits the disputed lines with a credit note: the lines are struck through, the invoice's total and outstanding amount drop by their value (and their share of the tax), the disputes are resolved and the invoice is back to Awaiting review; or
• answers and returns it with a note: the lines stay disputed, the station's note shows next to each, and the invoice is back to Awaiting review for you to look at again.

Either way you are told, and the invoice is matched again (and accepted at once when it now matches and auto-accept is on).

A dispute on an invoiced dispense is settled on the bill: the Withdraw dispute button on the dispense's own page refuses it with "This dispense is on an invoice: settle its dispute on the bill."

#Pay a station bill

Pay an accepted invoice from its Finance bill: select Open Finance bill and use Record payment there, as for any bill. The station is told of each payment you record and confirms it once the money is in. The bill's page in Fuel Management lists the payments under Payments, with their date, amount, method, reference, who it came from and its status:

What is outstanding on the invoice, and its Unpaid, Part paid or Paid badge, follow the payments the station has confirmed: a payment awaiting confirmation does not count yet. Your Finance bill's own outstanding amount drops as soon as you record the payment.

A rejected payment is reversed on your Finance bill. When the station rejects a payment, the payment is taken back off your bill automatically: the bill owes that amount again, the payment stays listed on the bill with Reversed on date and the station's reason, and its ledger lines are reversed. If you did make the payment, tell the station and record it again on the Finance bill.

#Paid (recorded by station)

A station can record a payment it took itself, for example cash at the counter. The invoice then shows as paid by that amount at once, the bill's page shows Paid (recorded by station) with "Station recorded a payment it took on this invoice. Record the same payment on the Finance bill to settle it on your side.", and the payment is listed as Recorded by the station and Not yet on your bill. Record the same amount on your Finance bill: it is matched to the station's payment (the badge goes and the station is not asked to confirm it again).

#Cancelled bills

A station can void an invoice it issued in error, as long as nothing has been paid or credited on it and no payment you advised is still waiting for its answer. The bill then shows Cancelled with "Voided by station on date: memo", the station's reason. Any dispute still open on it is closed.

• If you had accepted it, your Finance bill for it is voided too: its ledger is reversed, it shows nothing outstanding and no payment can be recorded on it ("This bill is void."). The voiding is done by the system on the station's behalf; none of the station's people is named in your records.
• The dispenses on it are back on the station's uninvoiced list. The station usually issues a corrected invoice for them, which arrives as a new bill.
• Everyone holding Bills › View is told by email and in the app (A fuel station voided an invoice).

A cancelled bill stays in the list (filter on Cancelled) and is left out of the statement and of what you owe.

#Statement

Each credit account has a statement. Open the account from Fuel Management › Stations and select Statement. Choose the From and To days (this month to today by default) and select Show. The statement lists:

• the Opening balance, what you owed the station before the first day;
• each Invoice (its full amount as issued), Credit note and Payment in the period, with its date, number, reference and the running Balance; a payment counts once the station has confirmed it;
• the Closing balance on the last day;
• the Ageing of that balance: how much of it is on invoices 0–30, 31–60, 61–90 and over 90 days old on the last day.

The statement shows the same figures as the station's statement of your account.

#Notifications

#Errors you may see

#Current limitations

• A payment the station records itself is matched to your bill payment only when the amounts are the same.
• A tax on a station invoice is posted to the fuel expense account, not to a separate input-tax account.
• The cost allocation is shown in each bill line's description; it is not a separate field of the bill.