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Start a New Billing Period and Send Requisition Emails

Objective

To start a new billing period to send requisitions out for. 

Background

In order to create requisitions, you must first create a billing period for the time frame that is being billed for. It is not necessary to send invitations to subcontractors in order for them to submit a requisition. However, the invitation provides a notification and reminder for the subcontractor to help ensure they submit their requisitions on time. 

Things to Consider

  • Required User Permissions:
    • 'Admin' on the project's Commitments tool.
      OR
    • Users with 'Standard' level permissions can create a requisition only for the most recent billing period.
      Note: Even if an 'Admin' user created all billing periods for the year, a user with 'Standard' level permission (i.e., typically, the subcontractor) can only create a requisition for the last billing period in the billing period series. 
  • Prerequisites:

Steps

  1. Navigate to the project's Commitments tool.
    This reveals the Commitments page.
  2. Click the Billings tab.
    This page lists all of the commitments in the Approved and/or Complete status
  3. Click the + Start New Billing Period button in the right pane.



    This reveals the Start New Billing Period window.
  4. Select a Period start, Period end, and Billing date for the billing period. To configure these dates to automatically be set up each month, see Configure Advanced Settings: Commitments
    Note: The billing date is the due date that the subcontractor needs to create (not submit) the requisition by. If the Billing Date has passed, the subcontractor cannot submit a requisition, though an Admin level user can create one on their behalf. If the requisition has been created, and the Billing Date has passed, the subcontractor can still Edit and/or Submit the Requisition if the status is in 'Draft' or 'Revise & Resubmit'.
  5. Click Start New Billing Period. Now that you have finished creating your billing period, you can send invites to subcontracting companies for that period.


     
  6. Select the contracts you want to send invites for. To select all of them, mark the checkbox at the top of the table. If you have not set up a requisition billing distribution, the Requisition Status will be set to "No Billing Recipient" and you will be unable to mark the box to select the company. See Create a Requisition Billing Distribution. If the commitment's percentage complete is 100%, an invitation cannot be sent. If the subcontractor needs to create a requisition for release of retention, they do not need an invitation in order to create the retention requisition.
  7. Click Send Invites. Now that we've issued our Invitations, the Requisition Status has been updated from 'Not Invited' to 'Invited' for the Commitments we invited to bill. If the invitation is accepted, the status will be changed to 'Accepted', and if it is rejected, the status will be changed to 'Declined'.
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