InEight Contract - Vendor Invoice Submission

TRANSCRIPT

Welcome to InEight Contract.

This video demonstrates how vendors can submit invoices and how the contractor can then process the invoices.

In InEight Contract, vendors have the capability to submit invoices directly.

Once submitted, These invoices are promptly displayed in the invoices register.

This feature not only saves time for the contractor but also minimizes the likelihood of errors in the invoicing process.

Prior to beginning the process, from the organization settings, vendor users must be assigned to a role that grants them access to the view contract vendor page. By selecting this permission, It will automatically include the document's permissions under suite administration roles and permissions.

Down under view assignments, select vendor and move it to assign views. This gives the vendor access to the vendor view on the landing page. Once completed, click save.

You can assign your vendor users either at an organization or project level.

When assigned to an org level, they will still only have access to the contracts on which they are assigned as the vendor.

When the vendor logs into the Nate suite, they will see their vendor homepage. As a vendor, you can see any the projects and contracts you are associated with.

Let's select a contract to open.

Here you see a summary of the contract values and details. Under invoices, you see all invoices associated to that contract.

This would include invoices you submitted as the vendor, as well as invoices added by the contract administrator.

Click here to add an invoice.

Fill out the invoice and click submit.

We see that the invoice is added to the grid, updating the totals at the bottom.

You can also see the status of each invoice, whether it's pending, received, rejected, or accepted.

For each invoice, you can access a note's fee for back and forth correspondence with the contract admin.

When you add a note, the note adds to the fee with the date and time.

You and the contract admin can continue corresponding through this notes fee as needed.

Let's jump to the role of the contract administrator.

Within InEight Contract, as the contract admin, you can review the project's invoices from the invoices tab.

You can add the vendor invoice status from the column chooser. Continuing in the column chooser, select file link so that you can open the invoice to review prior to approving.

To see the details of an invoice, click here.

Here we can see the invoice that was just submitted from the vendor, and you can get a copy of the invoice by downloading it here.

Back in the invoice register, selecting the notes icon will open the same notes feed correspond with the vendor from the contract admin side. If the send note to vendor is checked, then only the vendor will see it.

Click here to decline the invoice.

When you click save, this sends it back to the vendor with a rejected status.

If the vendor recalls the invoice, it will appear as pending once again on the invoice register in contract.

Click here to receive the invoice.

Once received, you as the contract admin can assign or convert it to a payment form so the vendor can be paid.

Well, that covers how vendors can submit invoices in InEight Contract and how the contract can then process those invoices.

Thanks for watching.