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Contents of the Supporting Document Dialog Box in Interactive Billing

Use these fields and options to view, upload, and delete supporting documents for expense or unit transactions, and on a document-by-document basis, override the automatic printing of supporting documents with invoices if a project's billing terms specify that supporting documents always print with invoices.

This topic describes the fields and options that are included in the two different versions of this dialog box that display in Interactive Billing, depending on how you access the dialog box. The differences are noted below.

Details Section

This section displays on the dialog box when you click or in the Documentation field for a specific transaction in the grid on the Expense or Units tabs in Interactive Billing. In this section you can see some of the information that was originally entered for the selected transaction.

Field Description
Date

This field displays the transaction date for the transaction line item.

Additional Description

This field displays the additional description entered for the transaction line item.

Account

This field displays the general ledger expense account for the transaction line item.

Amount

This field displays the monetary amount that was entered for the transaction line item.

Project

This field displays the project that the transaction line item was charged to.

Phase

This field displays the phase that the transaction line item was charged to.

Task

This field displays the task that the transaction line item was charged to.

Associated Documents Grid

  • When you access the Supporting Document dialog box by clicking or in the Documentation field for a specific transaction on the Expense or Units tabs, this grid displays the supporting documents for the specific transaction.
  • When you access the Supporting Document dialog box by clicking Other Actions > View Supporting Documents on the Interactive Billing form, this grid displays the supporting documents for all the unbilled transactions on the Expense and Units tabs.

Associated Documents Grid: Actions Bar

The actions bar at the top of the grid displays only when you open the Supporting Document dialog box by clicking Other Actions > View Supporting Documents on the Interactive Billing form.

Field Description
View All

Click this action to view all supporting document in the grid in one PDF file. A message box at the bottom of the screen asks if you want to open or save the PDF file.

View Selected

Click the check box at the beginning of the row for the supporting documents that you want to open and view. Then click View Selected to view all the selected supporting document in the grid in one PDF file. A message box at the bottom of the screen asks if you want to open or save the PDF file.

Associated Documents Grid: Fields

Field Description
Type

This field displays when you open the Supporting Documents dialog box by clicking Other Actions > View Supporting Documents on the actions bar of the Interactive Billing form.

This field displays the transaction type that is associated with the supporting document, such as AP Voucher.

Filename

This field displays the filename of the supporting document. Click the filename to open and view the document.

Description

This field displays the description that was entered for the supporting document when it was uploaded and associated with the transaction line item.

Print with Invoice

This check box is automatically selected for transaction types that have the matching AP Vouchers and Disbursements, Expense Reports or Units check box selected in the Print Supporting Documents section on the Billing Backup tab in Billing Terms for the project. The supporting documents for the transaction will be included with the invoice PDF file when you print or email the invoice. Clear the check box if you do not want the supporting documents printed or included in the invoice PDF file when you print or email the invoice.

This check box is not enabled and does not apply for transaction types that do not have the matching AP Vouchers and Disbursements, Expense Reports or Units check box selected in the Print Supporting Documents section on the Billing Backup tab in Billing Terms for the project.

Associated Documents Grid: Row Options

These are the icons that display at the end of a row in the grid when you hover over a row.

Field Description

Click this icon to open and view the contents of the selected supporting document PDF.

Click this icon and then select one of the following options for the selected supporting document:

  • View PDF: This opens the selected supporting document PDF for you to view its contents.
  • Delete Supporting Document: Select this option to immediately delete the selected supporting document from the Associated Documents grid. You can delete a supporting document only if it was uploaded in Interactive Billing (using Select files for upload on the Supporting Document dialog box) and only if your security role has the Allow Changes to Supporting Documents check box selected in the Billing Security: Interactive Billing and Invoice Approvals section on the Accounting tab in Settings > Security > Roles.

Item Below the Grid

Field Description
Select files for upload

Click this item to open a Microsoft Windows browse/open file dialog box and upload one or more files as supporting documents for the selected transaction in the grid. Vantagepoint converts all uploaded documents, regardless of their original format, to PDF format. The uploaded documents are displayed in the Associated Documents grid on the Supporting Document dialog box.

This item displays only if both of the following apply:

  • You accessed the Supporting Document dialog box by clicking or in the Documentation field for a specific transaction on the Expense or Units tab in Interactive Billing. It does not display when you access the Supporting Document dialog box by clicking Other Actions > View Supporting Documents on the actions bar of the Interactive Billing form.
  • Your security role has the Allow Changes to Supporting Documents check box selected in the Billing Security: Interactive Billing and Invoice Approvals section on the Accounting tab in Settings > Security > Roles.