Bill and write off expenses

Goal

Turn unbilled expenses into a posted sales invoice, or write them off when they will not be rebilled.

Who it is for

billable_expenses.manage.

Preconditions

• Rows are Unbilled.
• Same Customer on every selected row when invoicing.
• Approval satisfied (approved or not_required) — pending/rejected rows block billing.
• Write-off only if setup Allow write-off is on.
• Open period for the sales invoice post date.

Steps — invoice selected

1. On Billable expenses, filter Unbilled.
2. Select one or more rows for the same customer.
3. Choose Invoice selected.
4. BlueMatrix creates one sales invoice with lines from each Billable amount, posts it, and marks expenses Billed (stores sales invoice / line ids). If all selected share one project with a dimension value, that dimension is applied on the invoice.

Steps — write off

1. On an unbilled row, choose Write off and confirm.
2. Status becomes Written off (no sales invoice).

Steps — undo bill

1. Credit the sales invoice through sales credit notes.
2. Expenses revert to Unbilled and can be rebilled or written off.

Result

Customer is invoiced for rebilled costs, or the queue is cleared via write-off. Original purchase/expense GL cost is unchanged by rebill.

Hard stops

• billable_no_items, billable_not_unbilled, billable_customer_mismatch
• billable_approval_required, billable_write_off_disabled
• Sales posting failures (period, party, etc.)

Related

• Capture
• Sales invoices
• Troubleshoot