Web Suite gives you the flexibility of memorizing vendor bills with user-defined frequency and schedule. It is useful for those who enter same bills from the same vendors, such as utilities, auto lease, copier, etc. Web Suite can automate this process for you using the Memorize Bill feature. As an example, if you are getting your Internet bill every month, you can enter it once and then memorize it for monthly frequency. That is a huge time saver for those responsible for entering vendor bills.
The Memorize Bill screen allows you to memorize the selected vendor bill, and set the frequency for automatic generation and processing. After specifying a recurring frequency and other settings for the bills, you can set the workflow to notify the right person to process the new bill via the Memorized Bills Due screen. Better still, you can set it for automatic processing. When you set a schedule for a bill and the schedule is due, the memorized bill is processed as a new bill. Web Suite then notifies the specified person about them. You also control how long the schedule is applicable-–forever, specific number of times or specific start-end dates. Web Suite keeps the reminder active until you process the final bill or choose not to be reminded again.
When you memorize a bill, it creates an entry in the Memorized Bills screen. The grid lists all the individual memorized bills. This screen allows you to review and update bill schedule, or even suspend it for some time, if needed. You can access the Memorize Bill screen from the Vendor Bills screen.
The following are descriptions of fields on this screen:
Bill Number: (Read Only)
The bill number to be assigned to the memorized vendor bill. This number is automatically brought forward from the main screen.
Amount: (Read Only)
The amount for which the bill is being generated. This amount is automatically brought forward from the main screen.
Name:
Name of the memorized vendor bill. Enter a name that helps you easily identify the bill and its schedule.
Description:
You can define the memorized vendor bill here. The field size cannot exceed 100 characters.
Inactive:
Checked, the memorized vendor bill has an inactive status. Inactive memorized bills are not available for processing and can be used to suspend a scheduled bill temporarily.
Schedule Settings
Frequency:
You can set the frequency for the memorized vendor bill schedule, that is, how often to process the bill. The drop-down options include Daily, Weekly, Monthly, etc.
Start Date:
You can select the start date for generating memorized vendor bills. By default, today's date is selected but you can change it using the drop-down calendar.
After setting the frequency and start date, you must specify the limit or end date for the memorized schedule. The options include:
Never Expires:
Memorized vendor bills will be generated indefinitely. The processing cycle will never stop.
Repeat. . .times:
Memorized vendor bills will be generated for a specific number of times at the specified frequency. The processing cycle will continue for the number of times entered here.
End Date:
Memorized vendor bills will be generated till this date. The processing cycle will continue up to this end date.
Notify Settings
Bill will be processed by:
ID of the employee or manager who will be responsible for the processing of the memorized vendor bills. Web Suite generates bills according to the specified schedule but must be processed by the person selected here. When this person logs in, Web Suite displays the Memorized Bills Due screen.
Automatically process and inform:
ID of the employee or manager who will be notified about the processed vendor bills. Web Suite processes the bills automatically according to the specified schedule and then notifies the person selected here. When that person logs in, Web Suite displays a message that the bill has been processed.
Memo
Allows you to add a memo to the memorized vendor bill.
Memorize Bill Button Panel
Help:
Opens the Web Suite Help in the Memorize Bill section.
Save:
Saves the memorized vendor bill and its schedule.
Return:
Allows you to return to the main screen.