There are two ways in the Tipalti Hub that you can apply vendor credit to bills. Select a method below for further details.

Create a negative bill

Create a negative bill (or vendor credit) by entering a negative amount in the "Total" field. When paying the payee, select the negative bill for payment along with positive bills (see Pay bills).

Add a negative bill line

If you are adding bill lines, then enter a negative line amount. The "Net amount" of the bill is the sum of all bill lines. Therefore, the "Net amount" is reduced by the addition of the negative bill line.

To apply vendor credit for partial bill payments, use the last method explained above. If you tend not to use bill lines, then enter the reduced total payable amount (a positive value) in the bill "Total" field.

If you intend to pay the remaining amount at a later date, then create an additional bill (by uploading a new invoice or using the action "Create a bill without an invoice") and enter the remaining amount in the bill "Total" field.

To partially pay bills without applying vendor credit, see Pay partial amount.

When vendor credit is selected along with bills for payment, the oldest vendor credit is first applied to the oldest bill (of the same payee, payer entityAn entity can be a subsidiary, division, business unit, brand, etc. of your organization. Entities can have similar or different AP processes and workflows. and currency). The due date on the vendor credit is ignored. If a credit amount remains, it is applied to the next oldest bill, and so on, until the credit is completely used. Tipalti then marks the vendor credit as "Paid".

• If all the applied vendor credits have been used and there are still bills in the batch to pay, Tipalti creates a single payment orderA single payment instruction for a payee (per payee, payer entity and currency) for the remaining bill amounts.
• If the payment is canceled on the "Payment history" subtab, the applied vendor credits are removed from the bills. The balance of the vendor credits is updated and can be applied to other bills.
• When viewing a bill, vendor credits that were applied to the bill display in the related payments table.
• When viewing a vendor credit, bills that were paid using that credit display on the "Paid bills" tab.

Applicable bill status: Pending approval or Pending AP action

Required user role Approval Management

Tipalti Hub

The "Approve bill on behalf" action fully approves the bill, regardless of the number of approvers on the bill. For example, if there are 3 approvers on the bill, this action approves the bill on behalf of the 3 approvers.

To approve a bill on behalf of the designated approvers:

1. Go to Bills > All bills (or Bills > Pending AP action) and find the relevant bill.
2. At the end of the bill row, click and select "Approve bill on behalf".
3. In the "Approval reason" field, type the reason for approving the bill.
4. Click "Confirm". The approval reason appears in a tooltip when you hover over the new bill status.

If you’re a bill approver, you can approve bills that are pending approval in Bills from the left menu. There are 3 different approval flows you can use, depending if it’s processing an invoice, or a bill that needs internal, or internal and payee approval. Find out more in the table below.

If you're using Home, you can approve bills from Home.

Applicable bill status:Pending approval

Required user role Bill Approver

Applicable bill status (all flows involving internal approval): Pending approval

Applicable bill status (both self-billing flows involving payee approval): Pending payee approval or Pending payee invoice

Required user role Process Bills

Tipalti Hub

To cancel a bill approval request or payee approval/ invoice request:

1. Go to Bills > All bills and find the relevant bill.
2. At the end of the bill row, click and select one of the following:
   1. "Cancel approval request" (invoice processing or self-billing with internal approval flows)
   2. "Cancel payee request" (self-billing with payee approval flows)

Applicable bill status: Pending scan, Pending review, Pending approval, Pending AP action, Pending matching, Review matching or Pending payment

Required user role Process Bills

Tipalti Hub

To delete bills:

1. Go to any screen on the "Bills" tab and find the relevant bills.

2. Do one of the following.

   1. At the end of the bill row, click and select "Delete".
   2. At the beginning of one or more bill rows, select the box.
      Above the table, on the right, click "Actions" and select "Delete".
3. Enter a reason for deleting the bill/ bills. This reason displays on the "Bill audit" screen, in bill lists, and on the bill itself.
4. Click "Confirm".

Applicable bill status: Pending review, Pending approval, Pending AP action, Pending matching or Review matching

To disable the Dispute action for specific approvers contact Tipalti support.

Required user role Process BillsandApprover Bills.

Tipalti Hub

To dispute a bill:

1. Go to the relevant screen on the "Bills" tab and find the bill.
2. At the end of the bill row, click and select "Dispute".
3. In the "Dispute reason" field, type the reason for the dispute.
4. Click "Submit". An email notification with the dispute reason is sent to the payee. The dispute reason displays in a tooltip when you hover over the new bill status.

Required user role View Bills

To download the original invoice when it is attached to a bill:

1. Go to any screen on the "Bills" tab and find the relevant bill.
2. At the end of the bill row, click and select "Download invoice". The invoice downloads to your computer.

From the "Invoice review", "Bill details" or "Bill approval" screen, select "Download invoice" from the "Actions" dropdown menu.

Applicable bill status: All statuses, except Paid, Partially paid, Pending managed services, Pending scan, Scheduled for payment or Submitted for payment

Required user role Process Bills

Tipalti Hub

Sometimes, you may need to put bills on hold to:

• Get further clarification from the payee
• Do additional internal fraud checks
• Postpone the bill payment until later

You can put bills on hold from the bill list, or directly on the "Invoice review", "Bill details" or "Bill approval" screens.

1. In the bill list, do one of the following:
   1. At the end of the bill row, click and select "Mark as 'Hold payment'".

   

   2. At the beginning of one or more bill rows, select the check box.

   Click "Actions" and select "Mark as 'Hold payment'".

   

2. In the dialog, enter the reason for putting the payments on hold.



3. Click "Confirm". A pause icon displays on the relevant bill rows so that you can easily identify bills on hold. Hover over the icon to view the reason the bill was put on hold.

"On hold" bills are considered unpayable. For the bills to become payable, you need to remove the hold. To do so, follow the steps above, but select "Unmark 'Hold payment '".

Applicable bill status: All statuses, except Deleted and Disputed

Required user role Mark Bills as Non-duplicates

Tipalti Hub

Bills are marked as duplicates based on the payee and invoice number of the bills.

In the bill list, potential duplicates display a warning icon so that you can easily identify these bills. Hover over the warning icon, then click the link in the popup to see the potential duplicates of the bill.

Duplicate bills are considered unpayable and cannot be paid (the payments will be deferred). For the bills to become payable, you need to mark the bills as non-duplicates.

In the bill list:

1. At the end of the bill row, click and select "Mark as non-duplicate".

2. In the dialog, click "Mark as non-duplicate".

Applicable bill status: Pending payment

Required user role Process Bills

Tipalti Hub

To mark bills as paid manually:

1. Go to Bills > Pending payment and find the relevant bills.

2. Do one of the following.

   1. At the end of the bill row, click and select "Mark bill as paid manually".
   2. At the beginning of one or more bill rows, select the box.
      Above the table, on the right, click "Actions" and select "Mark bills as paid manually".
3. In the dialog, enter the reason for paying a bill manually.



4. Click "Mark as paid manually".

If you are using Tipalti's pre-built integration or File Integration, you can select the GLA general ledger (GL) is used for recording transactions related to business assets, liabilities, equity, revenue and expenses. account for bank accounts or credit cards and the payment date if the following conditions are met:

• Your payer has GL accounts of type "Bank" or "Credit card" in Tipalti.

• Your payer's entity of the GL account is the same as the payer entity on the bill.

• GL accounts have the same currency as the bill.

If a bill has been partially paid, the "Mark bill as paid manually" action is unavailable.

Applicable bill status: Pending payee approval, Pending payee invoice or Pending AP action

Required user role Release Bills

Tipalti Hub

To mark invoices as approved or received:

1. Go to Bills > Pending AP action (or Bills > All bills) and find the relevant bills.

2. Do one of the following.

   1. At the end of the bill row, click and select "Mark as approved" or "Mark invoice as received".
   2. At the beginning of one or more bill rows, select the box.
      Above the table, on the right, click "Actions" and select "Mark as approved" or "Mark invoices as received".

Applicable bill status: Pending payment

Required user roles Process Bills & Submit Payment

Tipalti Hub

Above the bill list, potential paid bills with sync issues display a warning identify the number of these bills. Hover over the warning icon, then click "Deselect bill" in the popup to remove the bills with potential sync issues before processing them for payment.

To pay bills:

1. Go to Bills > Pending payment.

2. Do one of the following.

   1. For a single bill, at the end of the bill row, click and select "Pay bill" to display the "Pay bill" dialog. Then select either:
   2. Select the box at the beginning of one or more bill rows, then click "Pay bills" in the top right to display the "Pay bills" dialog. Select either:
3. In the "Pay Bills" dialog, select either:
   1. "Pay bill based on payment cycle", or
   2. "Pay bill on specific date" (the default date is today's date). To select a different date, click . A payment order is created and the "Submit payments" screen displays a summary of the payment information.
4. (Optional) beside "Exclude unsynced bills", toggle the button "On" to remove the bills with sync issues.
5. Click "Prepare payments" to submit the bills for payment.

If the payee's payment cycle is set to:

• "Bill due date", the payment will be sent out on the bill due date
• "Periodic cycle", the payment will be sent out on the invoice due date + the number of days until the defined payment weekday (for weekly cycles) or day of the month (for monthly cycles). If "30/31" is the monthly day of payment, then for February, payments will be sent out on the last day of the month.

If bills to the same payee have the same withholding rate, Tipalti groups the bills into a single payment. If bills to the same payee have different withholding rates, Tipalti groups payments per withholding rate.

Applicable bill status: Pending payment

Required user roles Process Bills & Submit Payment

Tipalti Hub

To pay a partial bill amount:

1. Go to Bills > Pending payment.
2. At the end of the bill row, click and select "Pay partial amount".
3. In the "Payment amount" field, the amount due displays by default. Replace this amount with the desired partial payment amount.
4. Click "Prepare payment". A payment order is created for the partial amount. The "Submit payments" screen displays a summary of the payment information.
5. Click "Submit". The payment order is sent out immediately and now appears on the Payments > Payment history subtab.

If a bill has been paid via NetNow, the "Pay partial amount" action is unavailable.

Applicable when AI Smart ScanAI Smart Scan is a tool that reads scanned invoice images or PDFs and extracts the details, which are used to populate the fields on a bill. is enabled.

Applicable bill status: Pending scan

Required user role Process Bills

Tipalti Hub

To process a bill manually:

1. Go to Bills > All bills, and find the relevant bill.
2. Open the bill to review the invoice. A warning message displays above the invoice, where you can click the link to stop the scan process.
3. In the "Process bill manually" dialog, click "Confirm".
4. Go to Review bill below.

To stop the scan process, at the end of the bill row on the "All bills" screen, click and select "Process bill manually".

Applicable bill status: Pending review or Pending AP action

Required user role Release Bills

Tipalti Hub

To release bills:

1. Go to Bills > Pending AP action (or Bills > Pending review) and find the relevant bills.

2. Do one of the following.

   1. At the end of the bill row, click and select "Release".
   2. At the beginning of one or more bill rows, select the box.
      Above the table, on the right, click "Release bills".
3. Click "Confirm".

For the self-billing flows, bills can also be released from the "Invoice review " or "Bill details" screen right after you have reviewed the bill (see Post-review of bill).

Applicable bill status Pending payment

Required user role Approval Management

Tipalti Hub

To retract an approved bill:

1. Go to Bills > Pending payment and find the relevant bill.
2. At the end of the bill row, click and select "Retract approval".
3. In the "Retraction reason" field, type the reason for retraction.
4. Click "Submit". An email notification with the retraction reason is sent either to all assigned approvers or the payee, depending on the type of bill flow. The retraction reason displays in a tooltip when you hover over the new bill status.

Applicable bill status: Pending approval

Required user role Bill Approver

Tipalti Hub

To review and approve bills:

1. If using the Tipalti Hub, go to Bills > Pending my approval (when accessing the Approver Dashboard, by default you are on the "Pending my approval" subtab). A list of bills pending your approval displays.
2. At the end of the bill row, click and select "Review and approve" (or click the bill row).
3. To edit descriptions, place your cursor in the "Description" text box and start typing.
4. To assign an account to a bill line, do one of the following in the "Account" field:
   1. Click and select the appropriate account.
   2. Type the first few characters of the account name or number (until you see the correct account display in the list) and select the account.
5. Repeat step 4 until all bill lines have been assigned an account.
6. At the bottom of the screen, click "Approve bill". The "Approve bill" dialog displays asking you to confirm your selection.
7. Click "Confirm".

A bill line may show "Account unknown" in the "Account" field, which means that this option has been selected by a previous approver in the sequence of approvers. If you are the last approver, you must assign an account before you can approve the bill.

Applicable bill status: Pending review or Pending AP action

Required user role Process Bills

Tipalti Hub

To review a bill:

1. Go to Bills > Pending review (or Bills > Pending AP action).
2. At the end of the bill row, click and select "Review" (or click the row). If you need help completing the bill fields, refer to the Bill details table below.
   • If the "Invoice review" screen displays, and:
     • The invoice was AIArtificial Intelligence Smart Scan scanned, the bill fields on the right of the original invoice are complete. Review the information and edit, if necessary. After review is complete, go to Post-review of bill.
     • The invoice was not AI Smart Scan scanned, the bill fields on the right of the original invoice are empty. Complete the fields using the information from the invoice. After review is complete, go to Post-review of bill.

     If the invoice image supported copy-paste actions prior to uploading to Tipalti, you can continue to do these actions within the Tipalti Hub. You can also zoom in/ out on the invoice image.

     During review:

     1. Click "Add new line" to add another bill line.

     

     When adding a new line, you can select an existing line and click "Duplicate". In the "Duplicate bill lines" dialog, select which data you want to include in the new line.
     

      

     2. To delete bill lines:
        1. Hover over the bill line and click.

        

        2. Select the checkbox beside the line and click either "Delete" or .

        

        To delete all bill lines, click "Delete all lines". This action is useful if you want to re-allocate a large number of invoice lines into a fewer number of bill lines to speed up the bill coding process or speed up review of lines by bill approvers.
        

     3. To consolidate selected lines into a single line:

        1. Select the checkbox beside the relevant lines.

        2. Click "Merge".

        3. In the "Merge bill lines" dialog, choose which data to merge.

        

   • If the "Bill details" screen displays, the bill fields are complete. Review the information and edit, if necessary.
     • To add another bill line, click "Add line".
     • If the bill is related to other payments (e.g., split payments) these payments are listed in the related payments table. To open a related payment order for viewing, click the refcode.

     After review, go to Post-review of bill.

Select a category below to view complete details about the bill and bill lines portions of a bill. Included are descriptions and limitations of the fields that display on the bill.

Bill details

The following table describes how to complete a bill with blank fields. All monetary amounts may contain a maximum of two decimal places.

If you have AI enabled, changing the value of certain fields (payee, payer entity, custom fields of type list, account, amount, or currency) impacts the bill approver sequence suggested by the system. If you have edited these fields, at the bottom of the screen, click "Refresh approvers" to refresh the approver list.

Field	Description/ Instruction	Limitation
Payee name	Description: Name of payee Note: If payment terms have been defined in Tipalti and you change the payee name, the due date may change, as Tipalti computes the due date based on the payee payment terms.	If the payee does not exist in Tipalti, you must add a new payee to the bill.
	Instruction: Search for the payee: Type the first few characters of one of the following payee identifiers into the field and press the Enter key. Company name First name Last name Idap (payee ID) Then select the relevant payee from the list that displays. If the payee does not exist in the list, add a new payee to the bill.
Payee VAT number	Description: Payee’s VAT registration number	Case sensitive Max. # of characters (excluding spaces and dashes) = 15 Only alpha-numerical characters, spaces, and dashes are allowed
	Instruction: This field is pre-populated by AI Smart Scan/ MS, or you can complete it manually. Note: If you use the self-billing flow and have a US and UK entity, both entities will use the same invoice template. Therefore, payees of the US entity will see this field empty on their invoice.
Payer entity	Description: The payer's organizational unit you want linked to the bill (only displays if you have multiple entities defined) Overrides the default entity assigned to the payee Note: The Tipalti virtual account linked to the entity is used to pay the bill.
	Instruction: If a payer entity other than the default entity linked to the payee is required, click and select the entity. Note: If you try to save the bill with this field empty, or try to change the entity to one that you're not assigned to, you won't be able to view the bill afterward.
Invoice number	Description: The number of the invoice
	Instruction: Type the invoice number into this field. Note: For supported ERPs, the max length of the invoice number matches the max length of the ERP.
Invoice date	Description: The date that displays by default is the date the invoice is received.
	Instruction: If creating a bill without an invoice, use the current date. Beside this field, click to reveal a calendar and select a date.
Due date	Description: The date the payment is due If the NetNow service is enabled for the payee, this field is mandatory. If payment terms have been defined in Tipalti and this field value does not equal the computed bill due date, a warning message displays advising that the due date has been updated according to the payee payment terms (i.e., the computed due date overrides the value entered in this field).	The due date must be a later date than the invoice date.
	Instruction: Beside this field, click to reveal a calendar and select a date.
PO number	Description: The purchase order numbers Displays only if PO matching is enabled; mandatory field The PO numbers available for selection have been filtered automatically based on the payee name and payer entity identified on the bill (POs without a payee name or payer entity always appear in the list).
	Instruction: Place your cursor in the field for a list of POs to appear. Then, select a PO number. Alternatively, start typing the PO number into the field. The auto-populate feature generates a list of PO numbers that begin with those characters. Select a PO number. If you type the entire PO number and it does not exist in Tipalti, a warning message displays. You can still submit the bill, but it will be assigned a status of "Review matching" and forwarded to the "PO matching" subtab. You can delete POs by clicking the "x" beside the number.
PO number is not specified	Description: The PO number is not indicated on the invoice Displays only if PO matching is enabled
	Instruction: Select this check box if you do not see a PO number on the invoice. The bill will be forwarded to the PO matching subtab where a PO can be linked to it or it can be sent for approval without PO matching.
Description	Description: A description of the invoice	Max. # of characters = 256
	Instruction: Type a description of the invoice into this field.
Income type	Description: If the Tax Withholding module is enabled and there are multiple income types that can be associated with the payment, then you must enter the income type per payment. The income type is used to calculate the correct withholding rate. The system learns your previous income type selection and preselects it as the default for subsequent bills.	See Income types.
	Instruction: Click and select the income type.
AP account	Description: The GL account that will be credited with the invoice amount If available, the field is mandatory. If an AP account has already been assigned to the payee, that account displays by default.
	Instruction: If you want to assign a different AP account to the bill, click to reveal a list of AP accounts and select the relevant account If there are more than 100 accounts, type-ahead behavior is supported for this field.
Capture bill lines	Description: Allows you to document each line item in the invoice Only displays on the "Invoice review" screen
	Instruction: If the payer uses bill lines, this check box is selected by default and a bill line panel displays on-screen.
Custom field	Description: If custom fields have been defined for the bill entity, these fields display. Note: If you are using "Pre-built Sync" or "File integration", only values associated with the selected "Payer Entity" are available for selection during invoice processing.	Max. # of characters = 140 for "free text" entries
	Instruction: Select or type the required value into the field (type-ahead behavior is supported for fields with over 100 values). Note: "List" type custom field values are predicted automatically based on the last five bills of each payee.
Expense account	Description: The GL account that will be debited for the payment amount If the payer uses bill lines, this field must be set for each individual invoice line. Note: "Expense account" values are predicted automatically based on the last five bills of each payee.
	Instruction: Click to reveal a list of expense accounts and select the relevant account. If there are more than 100 accounts, type-ahead behavior is supported for this field.
Tax code	Description: The type of tax code and its rate—e.g., VAT-UK (20%) Displays only if "Capture bill lines" check box is not selected Displays only "Active" tax codes A payer entity must first be selected for tax codes to appear in the list. If the payer does not have any "Active" tax codes, this field does not display.
	Instruction: The tax code is populated automatically, based on previous bills of the payee. If the field doesn't auto-populate, you need to manually select the tax code.
Net amount	Description: Sum of all bill lines	Default = 0 Valid characters: digits and an optional decimal point for cents
	Instruction: The net amount is populated automatically.
Tax amount	Description: The total amount of tax charged by the supplier A negative number (for vendor credit) is allowed	Default = 0 Valid characters: digits and an optional decimal point for cents
	Instruction: Type the tax amount into this field.
Total	Description: Total amount to be paid to the payee A negative number (for vendor credit) is allowed	The total amount must equal: Net amount + Delivery costs + Tax amount – Discount
	Instruction: Type the total amount to be paid to the payee into this field.
Currency	Description: The currency of the invoice	# of characters = 3 (per ISO 4217)
	Instruction: In the field adjacent to the "Total" field, click to reveal a list of currencies and select the relevant currency.
Bill approver(s)	Description: The names of the bill approvers If you have AI enabled, the system recommends the approver sequence.
	Instruction: Add bill approvers If the approver does not exist in the list, add a new bill approver.

Bill lines

By default, bill lines display in a fixed panel. You can expand this panel so that it spans the entire width of the screen, drag it up so more bill lines are within view, and scroll it to see even more bill lines.

Use the table below to help you complete bill lines.

Field	Description/ Instruction	Limitation
Item #	Description: The number attached to the individual line item Displays only if PO matching is enabled; optional field
	Instruction: Type the item number into this field.
Description	Description: Description of the invoice line If the PO line item # is included in the description, it will be used to match the PO line to the bill line. The text must be a minimum of four characters (e.g., "Laptop Item#123").	Max. # of characters = 256
	Instruction: Type a description of the invoice line into this field.
Expense account	Description: The GL account that will be debited for the payment amount
	Instruction: Click to reveal a list of expense accounts and select the relevant account. If there are more than 100 accounts, type-ahead behavior is supported for this field. Note: "Expense account" values are predicted automatically based on the last five bills of each payee.
Custom field	Description: If custom fields have been defined for the bill line entity, these fields display. Note: If you are using "Pre-built Sync" or "File integration", only values associated with the selected "Payer Entity" are available for selection during invoice processing.	Max. # of characters = 140 for "free text" entries
	Instruction: Select or type the required value into the field (type-ahead behavior is supported for fields with over 100 values). Note: "List" type custom field values are predicted automatically based on the last five bills of each payee.
Quantity (Qty)	Description: The number of units for the bill line description	Only positive numbers are allowed
	Instruction: Type the quantity of units into this field.
Unit	Description: The unit of measurement for the bill line description (e.g., kilograms, pounds, etc.) If units differ between the bill, purchase order and receipt, Tipalti converts the units for PO matching.
	Instruction: Click to reveal a list of units and select the relevant unit. Alternatively, you can type the first few characters of the units into the field and the auto-populate feature generates a list of units that begin with those characters. Select the unit from the list.
Unit price	Description: The price for a single unit of the bill line description A negative number (for vendor credit) is allowed	Valid characters: digits and an optional decimal point for cents
	Instruction: Type the price of each unit into this field.
Net amount	Description: The amount of the bill line (quantity x unit price) A negative number (for vendor credit) is allowed	Valid characters: digits and an optional decimal point for cents
	Instruction: This field is populated automatically based on the quantity and price.
Tax code	Description: The type of tax code and its rate—e.g., VAT-UK (20%) Displays only "Active" tax codes A payer entity must first be selected for tax codes to appear in the list. If the payer does not have any "Active" tax codes, this field does not display.
	Instruction: The tax code is populated automatically, based on previous bills of the payee. If the field doesn't auto-populate, you need to manually select the tax code.
Tax amount	Description: The amount of tax for the line Only displays if the payer has "Active" tax codes A negative number (for vendor credit) is allowed	Valid characters: digits and an optional decimal point for cents
	Instruction: Type the tax amount into this field.
Total	Description: The sum of the net amount and tax amount for the line Only displays if the payer has "Active" tax codes
	Instruction: Read-only, as the system calculates the total
Custom field	Description: If bill line taxation custom fields have been defined for the bill line entity, these fields display.	Max. # of characters = 140 for "free text" entries
	Instruction: Type the required values into these fields.

During bill review, you can complete the following actions. Click an action below to reveal how-to steps.

Add a new payee to the bill

The following steps are performed on the "Invoice review" or "Bill details" screen.

1. Adjacent to the "Payee name" (or Payee) field, click to add a new payee. The "Add new payee" dialog displays.
2. Type the new payee's information into the following fields (see Payee field limitations):
   • Payee ID - Select the box beside "Auto fill", adjacent to the "Payee ID" field, if you want this field to auto-populate.
   • Email
   • First Name
   • Middle Name
   • Last Name
   • Company Name
3. To invite the payee to register with the Supplier Hub, select the box beside "Invite to suppliers Hub".
4. If the payee is to submit tax forms to you manually, rather than through the Supplier Hub or iFrame, select the box beside "Tax forms received manually".
5. Click "Save". The "Add new payee" dialog closes and the field is populated with the payee name (and company name, if applicable).

Add bill approvers

For the "Invoice processing" and "Self-billing with internal approval" flows, you may add approvers to a bill and re-order the list, if necessary. The following steps can be performed on the "Invoice review" or "Bill details" screen.

1. Complete all the relevant bill header and lines coding and confirm by clicking "Confirm & proceed".



2. In the Approvers" section, automatically defined approvers are listed.



3. To add approvers manually, click "Add approvers".



4. Enter the name of the approver and select it from the list.



5. Rearrange the order of approvers by dragging and dropping the approver name.



6. Delete an existing approver by clicking the "X" beside the approver name.

Add new bill approvers

For the "Invoice processing" and "Self-billing with internal approval" flows, you may add new (previously undefined) bill approvers, if you have been assigned the Manage Bill Approvers user role. The following steps can be performed on the "Invoice review" or "Bill details" screen.

1. Adjacent to the "Bill approver(s)" field, click to add a new approver. The "Add new approver" dialog displays.
2. Type the new approver's information into the following fields:
   • Name
   • Email
3. If you want to apply an approval limit to the new approver, select the "Apply approval limit" check box. A blank field and the currency of the invoice display.

   In the blank field, type the maximum bill amount you want the payee to be able to approve (remember to enter the value in the currency of the invoice).

   The system will prevent submitting a bill for approval if none of the selected approvers have permission to approve the bill amount.

4. If escalation settings have been enabled and you want to assign a manager to the approver:
   1. Select the "Escalate bills to" check box.
   2. Select a bill approver (assigned manager) from the dropdown menu. The manager must have an approval limit greater than the new bill approver you are configuring, otherwise, an error message displays.
5. Click "Save". The "Add new approver" dialog closes, a green confirmation message displays, and the new approver name appears below the "Bill approver(s)" field. If the new user has no previously assigned roles in the Tipalti Hub, an Approver Dashboard account is created for the user. This account must be activated via the approval request email (see Approve multiple bills at a time).

Apply vendor credit

There are three ways to apply vendor credit (or credit notes), depending on the payer's bill flow and preference. Refer to Apply vendor credit above for complete details.

Post-review of bill

Once the bill has been reviewed, do one of the following actions from the "Invoice review" or "Bill details" screen. Select an action below to reveal how-to steps.

Submit the bill for internal approval ("Invoice processing" flow)

1. At the bottom of the "Invoice review" (or "Bill details") screen, click "Submit". The "Submit invoice" dialog displays asking you to confirm your selection.
2. Click "Confirm". An approval request email is sent to the first approver. The assigned bill approvers appear in a tooltip when you hover over the bill status or approval progress (click here for further information about the approval tooltip).

Release the bill for internal approval ("Self-billing with internal approval only" AND "internal + payee approval" flows)

1. At the bottom of the "Bill details" screen, click "Release". The "Release invoice" dialog displays asking you to confirm your selection.
2. Click "Confirm". An approval request email is sent to the first approver. The assigned bill approvers appear in a tooltip when you hover over the bill status or approval progress (click here for further information about the approval tooltip).

You must also be assigned the Release Bills user role to be able to release the bill.

Release the bill for payee approval/ invoice ("Self-billing with payee approval only" flow)

1. At the bottom of the "Bill details" screen, click "Release". The "Release invoice" dialog displays asking you to confirm your selection.
2. Click "Confirm". Depending on your bill flow configuration, a notification to approve the invoice or send you an invoice is emailed to the payee.

You must also be assigned the Release Bills user role to be able to release the bill.

Save the bill for editing later

At the bottom of the "Invoice review" (or "Bill details") screen, click "Save". A confirmation message displays.

Dispute the bill (invoice processing flow)

1. At the bottom of the "Invoice review" screen, click "Dispute". The "Dispute bill" dialog displays.
2. In the "Dispute reason" field, type the reason for dispute.
3. Click "Submit". A confirmation message displays and the bill status changes to "Disputed". An email notification with the dispute reason is sent to the payee. The bill can be viewed on the "All bills" subtab.

Applicable bill status: Pending approval, Pending payee approval or Pending payee invoice

Required user role Process Bills

Tipalti Hub

If bill approval has been pending awhile or you are still waiting for an invoice from the payee:

1. Go to Bills > All bills and find the relevant bill.
2. At the end of the bill row, click and select one of the following:
   1. "Remind approver" ("Invoice processing" or "Self-billing with internal approval" flows)
   2. "Send reminder to payee" ("Self-billing with payee approval" flow)

Applicable bill status: Pending approval or Pending matching

Required user role Bill Approver

Tipalti Hub

To send bills back to AP:

1. In the Tipalti Hub, go to Bills > Pending my approval or Bills > PO matchingThe process of matching goods and services from purchase orders to invoices (2-way matching), and receipts (3-way matching).

2. Do one of the following.

   1. At the end of the bill row, click and select "Send back to AP".
   2. Select the box at the beginning of one or more bill rows.
      Above the table, on the right, click "Actions" and select "Send back to AP".
3. In the "Send back reason" field, enter the reason you are sending the bills back to AP.
4. Click "Confirm". An email notification with the send-back reason is sent to AP. The send-back reason appears in a tooltip when you hover over the new bill status.

Applicable bill status: Deleted

Required user role Process Bills

Tipalti Hub

To undo the delete action on a bill:

1. Go to Bills > All bills.
2. Click "Add filters" and select "Bill status".
3. Select "Deleted" from the dropdown menu. The list of bills is reduced to display only deleted bills.
4. Find the relevant bill.
5. At the end of the bill row, click and select "Undo delete".
6. Click "Confirm".

Applicable bill status: Disputed

Required user role Process Bills

Tipalti Hub

To undo the dispute action on a bill:

1. Go to Bills > All bills and find the relevant bill.
2. At the end of the bill row, click and select "Undo dispute".
3. Click "Confirm".